asm gems user guide€¦ · asm global e-cargo management system (gems) is a product that has been...

ASM GeMS User Guide Last updated 13th September 2006

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Table Of Contents Introduction...................................................................................................................... 9 Help File Conventions...................................................................................................... 10 Getting Started ............................................................................................................... 11 Features......................................................................................................................... 11 Events............................................................................................................................ 11 All Jobs .......................................................................................................................... 12 Finding an existing Job.................................................................................................... 13 Icon Reference Guide...................................................................................................... 14 Button Reference Guide................................................................................................... 15 Short Cut Keys................................................................................................................ 18 Master Unique Consignment Reference (MUCR) numbers .................................................. 19 MUCR Overview .............................................................................................................. 19 MUCR Validation ............................................................................................................. 19 Jobs - Exports................................................................................................................. 22

Exports - Overview...................................................................................................... 22 Creating an Export Job ................................................................................................ 22

Export Job / Customer Detail Tab............................................................................. 22 Export Consignment Detail ...................................................................................... 24

Multiple Consignments Within the Same Job ................................................................. 25 Adding a New Customer from within a Job ................................................................... 26

Job / Customer Detail.............................................................................................. 26 Client Maintenance - Details .................................................................................... 27 Client Maintenance - Job Costing ............................................................................. 28 Client Maintenance - Addresses................................................................................ 28 Client Maintenance - References .............................................................................. 29 Client Maintenance - Declarations ............................................................................ 31 Client Maintenance - Notes ...................................................................................... 32 Client Maintenance - Product Details ........................................................................ 32

Associate Invoice ........................................................................................................ 34 Adding Charges on a Job............................................................................................. 35

Job Costing............................................................................................................. 35 Sales Invoice Maintenance....................................................................................... 37

Processing Export Declarations ........................................................................................ 40 Export Simplified Procedures and Normal (non-Simplified) Procedures............................ 40 Creating an Exports Off-Line Entry (OLE)...................................................................... 40 MUCR Association / Disassociation / Closure ................................................................. 41

MUCR Association ................................................................................................... 41 MUCR Disassociation ............................................................................................... 42 Closing a MUCR ...................................................................................................... 43

PSE (Simplified Procedures) – Pre Shipment Entry......................................................... 44 PLE (Simplified Procedures) – Pre Shipment Entry Local Clearance Procedure ................. 46

CRE (Normal Procedures) - Clearance Request for Exports ................................................ 49 FDE (Normal Procedures) - Full Declaration .................................................................. 51

Header Tab (FDE) ................................................................................................... 51 Items Tab (FDE) ..................................................................................................... 54 Licence / RPA Tab (FDE) ......................................................................................... 56 Bulk Entry (FDE) ..................................................................................................... 57

SDE (Simplified Procedures) - Supplementary Declaration Exports ................................. 57 Header Tab (SDE)................................................................................................... 57 Items Tab (SDE) ..................................................................................................... 59 Licence / RPA Tab (SDE) ......................................................................................... 61 Bulk Entry (SDE) ..................................................................................................... 62

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Worksheet .................................................................................................................. 62 Worksheet .............................................................................................................. 62 Print the C105a....................................................................................................... 65

Collection / Delivery Details Maintenance...................................................................... 65 Amending an Accepted Entry ....................................................................................... 67 Declined and Re-Submitted Entries .............................................................................. 67 Declaration Reports..................................................................................................... 68 Unlocking a Declaration............................................................................................... 68 Browsing Items in a Declaration................................................................................... 69

Using DEP Functionality - Goods In / Out ......................................................................... 70 Overview - DEP Functionality ....................................................................................... 70 Arriving a Full Shipment after Processing a Custom Entry .............................................. 70 Arriving a Partial Shipment After Processing a Custom Entry.......................................... 71 Arriving a Full Shipment Before Processing a Custom Entry............................................ 72 Arriving a Partial Shipment Before Processing a Custom Entry ....................................... 72 Sending an Arrival Message ......................................................................................... 73 Withdrawing Goods from a DEP ................................................................................... 73 Goods Out .................................................................................................................. 74

Airline Delivery Schedule and Finalising the Job ................................................................ 75 What is an Airline Delivery Schedule (ADS)? ................................................................. 75 The Airline Delivery Schedule Finalisation Process ......................................................... 75 Shipment Detail - BAS Basic Shipment Type ................................................................. 76 Shipment Detail - HSE House Shipment Type................................................................ 77 Creating the Consolidation Master from a House Shipment ............................................ 78

Creating a House Job from the Consolidation Master ......................................................... 79 Shipment Detail - BAK Back to Back ............................................................................. 80 Finalising and Printing the ADS .................................................................................... 81 Finalising the ADS from the Consolidation Master.......................................................... 82 Unfinalising the MUCR ................................................................................................. 83 Reprinting the ADS...................................................................................................... 83

Air Automated Manifest System ....................................................................................... 84 AAMS Overview .......................................................................................................... 84 Creating a Message to AAMS ....................................................................................... 84

Air Waybills .................................................................................................................... 85 Maintaining the Air Waybill from within a Job................................................................ 85 Maintaining an Air Waybill for a Back to Back................................................................ 87 Plain Paper Air Waybills ............................................................................................... 88

Jobs - Imports ................................................................................................................ 90 Imports - Overview ..................................................................................................... 90 CCS-UK Import Consignments...................................................................................... 90

CCS-UK Air Imports................................................................................................. 90 CCS-UK Import Consignment Report Generator......................................................... 91

CCS-UK Import Consignments...................................................................................... 92 Consignment Report.................................................................................................... 93 Interrogate CCS-UK..................................................................................................... 93 Renominate ................................................................................................................ 94 CCS-UK Import Consignment Split Maintenance ............................................................ 95 Creating an Import Job - Air ........................................................................................ 97

Import Job / Customer Detail Tab (Air) .................................................................... 97 Import Consignment Detail (Air) .............................................................................. 98

Creating an Import Job - Maritime ............................................................................. 101 Import Job / Customer Detail Tab (Maritime).......................................................... 101 Import Consignment Detail (Maritime).................................................................... 103

ERTS Consignments .................................................................................................. 105 ERTS Consignment List.......................................................................................... 105

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Unidentified Freight Object .................................................................................... 106 Creating a Basic ERTS Consignment ....................................................................... 107 Creating a Master and HAWBs ............................................................................... 108 Receive Against Superior of Split(s)........................................................................ 111 ERTS Reports ....................................................................................................... 111 Goods In .............................................................................................................. 114

ERTS Goods In - Basic Consignment .................................................................. 114 ERTS Goods In - House Air Waybill .................................................................... 115 ERTS Goods In - Split Basic ............................................................................... 116 ERTS Goods In - Split House Air Waybill ............................................................. 118

Goods Out ............................................................................................................ 119 ERTS Goods Out - Full Delivery .......................................................................... 119 ERTS Goods Out - Partial Delivery...................................................................... 120 ERTS Goods Out - Existing Deliveries / Release Notes ......................................... 121

Resend FRC.......................................................................................................... 122 ERTS Inter-Shed Removal ..................................................................................... 122 Adding Job Notes.................................................................................................. 123 Creating an ERTS Job............................................................................................ 124 Splits.................................................................................................................... 125

Splitting a Basic ERTS Consignment ................................................................... 125 Splitting a HAWB............................................................................................... 126

Creating a Non-Inventory Linked Import Job .............................................................. 127 Non-Inventory Linked Job / Customer Detail........................................................... 127 Non-Inventory Linked Consignment Detail .............................................................. 129

Associate Invoice ...................................................................................................... 130 Adding Charges on a Job........................................................................................... 132

Job Costing........................................................................................................... 132 Sales Invoice Maintenance..................................................................................... 134

Processing Import Declarations...................................................................................... 136 Import Simplified Procedures and Normal (non-Simplified) Procedures ......................... 136 Renominate .............................................................................................................. 137 SAD - Single Administrative Document ....................................................................... 138

Header Tab (SAD)................................................................................................. 138 Value Build-up (SAD)............................................................................................. 140 Items Tab (SAD)................................................................................................... 140

CCR (Normal Procedures) - Customs Clearance Request for Imports ............................ 143 SFD (Simplified Procedures) – Simplified Frontier Declaration ...................................... 145 TSR - Transhipment Removal Request........................................................................ 147 IAR - Inter-Airport Removal ....................................................................................... 148 WRD - Warehouse Removal Declaration ..................................................................... 148

Header Tab (WRD) ............................................................................................... 148 Value Build-up (SAD)............................................................................................. 150 Items Tab (WRD).................................................................................................. 151

SDI - Supplementary Declaration for Imports.............................................................. 154 Header Tab (SDI) ................................................................................................. 154 Value Build-up (SDI) ............................................................................................. 156 Items Tab (SDI).................................................................................................... 156

SDW - Supplementary Declaration for Warehouse....................................................... 159 Header Tab (SDW)................................................................................................ 159 Value Build-up (SDW)............................................................................................ 160 Items Tab (SDW).................................................................................................. 161

Creating an Imports Off-Line Entry (OLE) ................................................................... 164 Worksheet ................................................................................................................ 164

Worksheet ............................................................................................................ 164 Print the C105a..................................................................................................... 167

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FBK - Fallback Entry .................................................................................................. 168 CCSUK...................................................................................................................... 169 CCS-UK Import Consignment Split Maintenance .......................................................... 169

Collection / Delivery Details Maintenance........................................................................ 171 Amending an Accepted Entry ..................................................................................... 172 Declined and Re-Submitted Entries ............................................................................ 173 Declaration Reports................................................................................................... 173 Unlocking a Declaration............................................................................................. 174 Browsing Items in a Declaration................................................................................. 174

Import - Pre-Arrivals ..................................................................................................... 176 Pre-Arrival Creation................................................................................................... 176 Pre-Arrival Deletion ................................................................................................... 177

Request Retransmission of FSN...................................................................................... 178 Import CFSP Consignments ........................................................................................... 179

Import CFSP Consignments ....................................................................................... 179 CFSP Final Supplementary Declaration (FSD) Maintenance .......................................... 180 FSD Declaration ........................................................................................................ 181

Batch Transmission of CHIEF Declarations ...................................................................... 183 Costing Jobs ................................................................................................................. 185

Accounts Data Transfer Maintenance ......................................................................... 185 Batch Sales Invoice Printing....................................................................................... 186 Supplier Purchase Invoices ........................................................................................ 187

Supplier Invoice List .............................................................................................. 187 Supplier Invoice Reconciliation Maintenance ........................................................... 187

NCTS Declarations ........................................................................................................ 190 NCTS Consignments.................................................................................................. 190 Simplified NCTS Declaration....................................................................................... 190

Basic Tab - NCTS Declaration Simplified Procedures ................................................ 190 Header Tab - NCTS Declaration Simplified Procedures ............................................. 192 Items Tab - NCTS Declaration Simplified Procedures ............................................... 194

Normal NCTS Declaration .......................................................................................... 196 Basic Tab - NCTS Declaration Normal Procedures.................................................... 196 Header Tab - NCTS Declaration Normal Procedures................................................. 197 Items Tab - NCTS Declaration Normal Procedures................................................... 199

NCTS Arrival Notification............................................................................................ 201 NCTS Arrival Notification Simplified Procedures ....................................................... 201 NCTS Arrival Notification Normal Procedures........................................................... 202 Incidents and Transhipments................................................................................. 202

Unloading Remarks ................................................................................................... 203 Commercial Invoices ..................................................................................................... 205

Customer Data Management Overview....................................................................... 205 Commercial Invoice List............................................................................................. 205 Invoice Processing .................................................................................................... 206 Invoice Line Details ................................................................................................... 210

Mail.............................................................................................................................. 212 Unsolicited Text Message .......................................................................................... 212

Fallback........................................................................................................................ 213 Fallback Overview ..................................................................................................... 213 NES Declaration Associations ..................................................................................... 213

Associations.......................................................................................................... 213 Disassociations ..................................................................................................... 213 Closing the Master UCR ......................................................................................... 214

NES Arrivals / Departures .......................................................................................... 214 Arrivals................................................................................................................. 214 Departures ........................................................................................................... 215

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ERTS Inter-Shed Removal ......................................................................................... 215 CCS-UK Airline Fallback ............................................................................................. 216

CCS-UK Airline Fallback ......................................................................................... 216 Creating an Airline Fallback Consignment ............................................................... 217

Queries ........................................................................................................................ 220 Query Airline / Shed.................................................................................................. 220 Flight Availability....................................................................................................... 220 Space Allocation........................................................................................................ 221

Space Allocation Details......................................................................................... 221 Space Allocation Request....................................................................................... 221

Query CCS-UK Database............................................................................................ 224 Standing Data............................................................................................................... 225

Standing Data - Overview.......................................................................................... 225 ASM Message Routing ............................................................................................... 225 AWB Stock Maintenance ............................................................................................ 226 Validation Codes ....................................................................................................... 227

Validation Codes - Overview .................................................................................. 227 Adding Validation Codes ........................................................................................ 227 Editing Validation Codes ........................................................................................ 228 Deleting Validation Codes ...................................................................................... 228

Declaration Templates............................................................................................... 228 Data Maintenance ..................................................................................................... 230

Displaying and finding data.................................................................................... 230 Adding an Agent ................................................................................................... 231 Adding a Carrier.................................................................................................... 232 Adding a Country & Port........................................................................................ 233 Adding a Shed ...................................................................................................... 234 Adding a Local Customs Office............................................................................... 235 Adding a CPC Code - Imports ................................................................................ 236 Adding a CPC Code - Exports ................................................................................. 236 Adding a Trigger ................................................................................................... 237 Adding a Warehouse Location................................................................................ 237 Adding Country Groups ......................................................................................... 238 Adding Tariff Chapters .......................................................................................... 238 Adding an Adding an NCTS Office .......................................................................... 239 Adding a Kind of Package ...................................................................................... 239 Editing an existing Record ..................................................................................... 240 Deleting an existing Record ................................................................................... 240

Client Maintenance.................................................................................................... 240 Client Maintenance - Details .................................................................................. 240 Client Maintenance - Job Costing ........................................................................... 241 Client Maintenance - Addresses.............................................................................. 242 Client Maintenance - References ............................................................................ 243 Client Maintenance - Declarations .......................................................................... 245

Client Maintenance - Notes ........................................................................................ 245 Client Relationship Maintenance............................................................................. 246

Customs Tariff .......................................................................................................... 246 Tariff Browser....................................................................................................... 246 Commodity Details ................................................................................................ 247 Searching the Customs Tariff Browser .................................................................... 250

Job Costing............................................................................................................... 250 Job Costing Overview............................................................................................ 250 Charge Codes Maintenance.................................................................................... 251 Charge Groups Maintenance .................................................................................. 252 Cost Centre Maintenance....................................................................................... 252

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Payment Terms Maintenance................................................................................. 253 Supplier Maintenance ............................................................................................ 254 VAT Rates Maintenance......................................................................................... 255

Tools............................................................................................................................ 256 Utilities..................................................................................................................... 256

Browse Tables ...................................................................................................... 256 List Local Tables ................................................................................................... 256 List Server Tables ................................................................................................. 257 View Error Log...................................................................................................... 257 Message Queuing.................................................................................................. 258

Test Message Queuing ...................................................................................... 258 Purge Dead Letter Queue .................................................................................. 258

Repair / Resynchronise Tables ............................................................................... 259 Resynchronise Ensignia ......................................................................................... 260 Validate Setup Table ............................................................................................. 260 Zip Data Files........................................................................................................ 260 Open Windows Event Viewer ................................................................................. 261 Unlock Records ..................................................................................................... 262 Reset Toolbar and Windows .................................................................................. 262

AWB Stock Maintenance ............................................................................................ 262 Query Action Log ...................................................................................................... 263 Trigger / Process Configuration.................................................................................. 264 Options .................................................................................................................... 265

Options - Overview ............................................................................................... 265 Application ........................................................................................................... 265 Export .................................................................................................................. 266 Import.................................................................................................................. 266 E-Mail................................................................................................................... 266 Air Waybill ............................................................................................................ 267 Barcode Label ....................................................................................................... 268 Data Maintenance ................................................................................................. 268 Alerts ................................................................................................................... 268 Job ...................................................................................................................... 269 Job Costing Options .............................................................................................. 269

Reporting ..................................................................................................................... 270 Management Reports ................................................................................................ 270 Bar Coded Labels ...................................................................................................... 272 ERTS Reports ........................................................................................................... 274 Customs Revenue Reports ......................................................................................... 277

Customs Revenue Details ...................................................................................... 277 Export Data .......................................................................................................... 278

Invalid Commodity Codes .......................................................................................... 279 Batch Print Collection / Delivery Notes........................................................................ 279 Financial Reporting System........................................................................................ 280 Pre-print AWB Conditions of Contract ......................................................................... 283

HCI (Human Computer Interface) .................................................................................. 284 HCI - Overview ......................................................................................................... 284 HCI CHIEF Transaction Codes.................................................................................... 284 HCI CHIEF Function Keys .......................................................................................... 286

GeMS Update Services................................................................................................... 287 GeMS Update Services Overview................................................................................ 287 Opening the UpdateAgent executable......................................................................... 287 Configuring UpdateAgent........................................................................................... 288 Manually running the GeMS Update Installer............................................................... 289

Report Types ................................................................................................................ 290

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Electronic Message Types .............................................................................................. 292 Error Codes .................................................................................................................. 296 Resetting a User ........................................................................................................... 308 FAQs ............................................................................................................................ 309 References ................................................................................................................... 315 Disclaimer .................................................................................................................... 316 Contacting ASM ............................................................................................................ 317 Glossary ....................................................................................................................... 318 Index ........................................................................................................................... 325

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Introduction ASM Global e-Cargo Management System (GeMS) is a product that has been introduced to accommodate the business functionality of the Freight Forwarder. ASM GeMS provides the following:

NES declaration software (Air and Maritime)

Air Waybill production functionality

Import declarations (Air and Maritime)

The objective of this help is to illustrate how to use the software to perform the various tasks within the Import and Export business processes This help is context sensitive, and pressing F1 from within the User Application should display the relevant help topic Note: For best results, ASM recommend that a screen resolution higher than 800 x 600 is used If you have any problems or queries regarding this document or the GeMS software, please do not hesitate to call the ASM Helpdesk on 01784 240400.

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Help File Conventions Before you start using this Guide, it is important to understand the conventions used in the Help file. The following kinds of formatting text specify various uses and emphasis: Formatting convention Use

1. Numbered list Denotes a step by step procedure which must be

followed in order to complete a specific task in GeMS

* A bold tick denotes a mandatory or required field.

This field must be entered before you can proceed

onto the next step within a transaction

Italics Denotes a field within a screen on GeMS, and will be

written exactly as it appears on the screen

Bold italics Screen / window / tab name

CAPITALS Denotes a button that needs to be clicked in GeMS.

The text in the Help will replicate the text tip on GeMS. Please also refer to the Icon / Button Reference in this help file for a visual explanation of the various buttons / icons.

Note All Notes are typed in bold face. You should pay

special attention to these as they indicate

supplementary information or hints and tips that you

might find useful in your daily work

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Getting Started

Features

GeMS makes use of the predictive text function. For any field whose entry is held within Standing Data, this functionality will be enabled. As you type, the system attempts to match the keyed in letters with those stored in the database and will automatically insert the assumed entry as you type

If an entry is not known (for any field whose entry is held within Standing Data), type a ? into the field to access the Find popup. Select the required choice by scrolling through the list and double clicking to insert the selection into the field

You also have the option of clicking and dragging from the Find popup into the required field. Ensure that the focus is on the required entry before clicking and dragging

The Events window can be hidden if required. To close the window use the shortcut keys CTRL + \ or use the menu path Tools > Show / Hide Events Form

In any date fields it's not necessary to type the full date. For example, if you type 21/09 into the date field and then tab out, GeMS will automatically complete the field with the current year

In any date field the following shortcuts can be used:

Type T = inserts the current date

Type M = inserts the first day of the current month

Click + and - increases or decreases the date by 1

There are keyboard shortcuts for all features within GeMS. This should enable quicker data entry using only the keyboard with no need to use the mouse to move around

Columns within grids displayed in GeMS can be sorted. This is done by clicking in the Heading. When a black arrow appears, pointing up ( ), this indicates that the column is sorted in ascending order. Clicking in the heading again will sort the column in descending order (a black arrow pointing down will appear). Clicking in the heading again will take any sort filter off the column and displays it in the default view.

Columns within grids can also be moved. Click in the column heading, keeping the mouse button depressed. Drag the column to the required location. All other column headings will display as greyed out and the column being moved will display in bold. Release the mouse button once the required location is achieved.

Events

1. After logging onto GeMS, the Events recorded for [Name of User] at [Agent Code] will be displayed defaulting to the Events tab

2. The Events tab will reflect all events that generate messages to and from the server during a session (a session is from the time a user logs on to GeMS to when they shut down GeMS). A declaration response from Customs (CUSRES) is a typical example of an Event item. The items highlighted in blue on the screen denote messages received from CHIEF

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3. To sort the listings, click on the Heading of the column. For example, clicking on the Event heading will sort all events alphabetically

4. A little black arrow head will appear next to the heading to indicate that it has been sorted. An arrow head pointing up will indicate ascending order and pointing down will indicate descending order

Note: It is possible to hide this window if necessary. Use the menu path Tools > Show/Hide Events Form or use the shortcut keys CTRL + \

0.

All Jobs

1. After logging onto GeMS, the Events recorded for [Name of User] at [Agent Code] will be displayed defaulting to the Events tab

2. Click on the All Jobs tab

3. This window displays all Jobs created within a specified number of days

4. Show jobs created within last defaults to 5 days. To change this click on the spinner (up / down arrows) to increase or decrease the number of days for which you would like Jobs to be displayed. Click on the REFRESH LIST icon to update the list

5. Click on the FIND A JOB icon to find an existing Job. See Finding an Existing Job for more information

6. Click on the ADD icon to add a new Job (Look in the Table of Contents for further instructions on how to create a new Job)

7. It is possible to change the order of columns. Click and drag the required column to a new location as required

8. It is possible to sort the columns. Click in the heading of the required column. This will sort it into ascending or descending alphabetical order. A small black arrow head will appear in the column to indicate that it has been sorted. An arrow head pointing up indicates ascending order and an arrow head pointing down indicates descending order

9. Use the vertical scroll bars to scroll up and down the list of Jobs

10. Use the horizontal scroll bars to scroll left and right through the various columns

11. To view specific types of jobs, click on the relevant tab and if required use the search functionality as in Finding an Existing Job:

0.

Air Imports - displays only Air Import Jobs

Air Exports - displays only Air Export Jobs

Ocean Imports - displays only Ocean Import Jobs

Ocean Exports - displays only Ocean Export Jobs

Note: It is possible to hide this window if necessary. Use the menu path Tools >

Show/Hide Events Form or use the shortcut keys CTRL + \

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Finding an existing Job

1. On the All Jobs tab (or the Air Imports, Air Exports, Ocean Imports or Ocean Exports tab) click on the FIND A JOB icon to find and open an existing job

2. The Find Job window will be displayed

3. In the Select A Find Option, select the required option from the list by clicking on it once

Note: Depending on the Find Option selected, the Select Match and Enter Filter Value fields will differ. Enter these according to the criteria supplied above.

4. Click on the ADD CRITERIA icon to add these filters into the Find Criteria field on the right. To remove a filter, select it and click on the REMOVE CRITERIA icon

5. Keep adding criteria as required

6. Click on the CLEAR ALL icon to clear all fields if required

7. Click on the FIND icon to begin the search

8. The results of the search will be displayed in the bottom part of the window



11. Double click on the required item to open it

0.

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Icon Reference Guide

First Record

Prior Record

Next Record

Last Record

New Record

Enter Edit Mode

Cancel All Changes

Delete Record

Refresh Form / Refresh List

Find A Record / Find a Job

Set Filter

View list of records

Save Changes

Print

Preview

Transmit message to designated recipient

Close Form

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Button Reference Guide

Exports

Off-Line Entry

Associate Consignment with Master UCR

PSE – NES Pre-Shipment Advise (SDP) Entry

PLE – NES Pre-Shipment Advise (LCP) Entry

CRE – NES C21 Entry

FDE – NES Full Pre-Entry

SDE – NES Supplementary Declaration

Receive Goods into a DEP

Validate and finalise the Air Waybill

Create a new House Air Waybill

Open the Master Air Waybill

Create a Consolidation Master

Create a Master Air Waybill

View Freight Status for goods to the US

Finalise and print the Airline Delivery Schedule

Unfinalise the Airline Delivery Schedule

Re-print the Airline Delivery Schedule

Imports

Re-nominate Agent

SAD - Single Administrative Document

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CCR - Customs Clearance Request

SFD - Simplified Frontier Declaration

TSR - Transhipment Removal

IAR - Inter-Airport Removal

WRD - Warehouse Removal Declaration

SDI - Supplementary Declaration for Imports

SDW - Supplementary Declaration for Warehouse

OLE - Off-Line Entry Declaration

FBK - Fallback Entry

Interrogate CCS-UK Database

ERTS

ERTS Consignment Report

ERTS Goods In

ERTS Goods Out

CUSCAR FRC -re-send the record to CCS-UK

Inter Shed Removal

Job Notes

Open / Create ERTS Job

Consignment Splits Maintenance

Unidentified Freight Object

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General

Generate Job File

Refresh Actions tab

Copy contents of message to clipboard

View content of messages in separate frame

Hide content of messages

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Short Cut Keys

GeMS has been created with the ability to perform all actions on the system using keyboard strokes and shortcut keys.

Anything that can be accessed using the keyboard will have the shortcut keys specified from the menu option, e.g., File > Job can be accessed using CTRL + O

On any given form, a field containing an underlined letter can be accessed from the keyboard by pressing ALT + "underlined letter", e.g., Short Code on the Job form can be accessed by pressing ALT + C

Open Job Form CTRL + O

Open CCS UK Import Consignments List CTRL + I

Open CCS UK ERTS Consignment List CTRL + T

Exit GeMS ALT + F4

ASM Message Routing CTRL + R

Open Validation Codes F11

Show / Hide Events Form CTRL + \

Open Management Report ALT + F9

Add CTRL + Insert

Edit CTRL + E

Cancel all changes ALT + Z

Delete a record CTRL + Del

Delete a field CTRL + H

Refresh F5

Find CTRL + F

Save CTRL + S

Print CTRL + P

Preview ALT + P

Send CTRL + N

Close form CTRL + F4

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Master Unique Consignment Reference (MUCR) numbers

MUCR Overview Note: MUCRs are only used when the Port or Airport shed operators have the electronic capability to arrive and depart MUCRs under the NES regime. If you have the capability to perform these electronic transactions, they should be considered mandatory

Master Unique Consignment References (MUCRs) are normally used to associate (link) several Declaration UCRs (DUCR)

For example, one container holds a number of consignments from different exporters. Each consignment is separately declared and has its own DUCR. The same is true for airfreight consolidations. Each House Air Waybill may have the same MUCR but each House Air Waybill (HAWB) will have its own DUCR

Rather than have to quote individual DUCRs for each consignment, consolidators, forwarders, inventory system, and so on, can advise CHIEF that each of the DUCRs in the container or consolidation are associated with a single MUCR

Subsequently they only need to quote the MUCR (rather than every DUCR) to refer to all the consignments in the container or consolidation

MUCRs can be associated with other MUCRs

A MUCR can be associated with one or many DUCRs

A DUCR may at any time only belong to one MUCR (a DUCR can also exist without an associated MUCR)

MUCR Validation

A MUCR or Master Unique Consignment Reference is used to associate several export declarations. Having one MUCR makes the process a lot easier than arriving hundreds of declarations separately.

If the air or maritime port operator arrives a MUCR that has no declarations associated to it, the goods delivered will be treated as not ready to sail or not ready to fly.

In order to help encourage consistency and standard use of the MUCR, the following naming convention has been produced by HM Customs: MUCR based on a Master Air Waybill number

A:a...a (A:abc12345678)

The first three characters of 'a…a' must be either all alphabetic or all numeric.

The remaining characters must all be numeric, and there must be exactly 8 further such characters

The total length of 'a…a' must be exactly 11 characters

The total length of the MUCR must be exactly 13 characters

MUCR based on a Courier Baggage Voucher reference

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C:b...b (C:bcd123)

The first three characters of 'b…b' must be alphabetic.

The remaining characters must all be alphanumeric, and there must be at least 3 further such characters

The total length of 'b…b' must be at least 6 characters

The total length of the MUCR must be at least 8 characters

MUCR based on an Inventory System

GB/iii-s...s

'iii' is an inventory system identifier which must be three alpha-numeric characters.

The '-' (hyphen) is mandatory.

's…s' is a reference which must be at least 5 characters long


GB/iiii-s...s

'iiii' is an inventory system identifier which must be four alpha-numeric characters.

The '-' (hyphen) is mandatory

's…s' is a reference which must be at least 5 characters long


MUCR based on a TURN

GB/<turn>-s...s

<turn> must be exactly 12 characters, and must be a TURN that exists on CHIEF.

The '-' (hyphen) is mandatory

's…s' is a reference which must be at least 1 character long


By using a standard MUCR, consolidators who do not have a DEP and exporters submitting their own declarations, can make use of the MUCR facility as follows:

Exporters (whether using LCP, SDP or normal procedures) have said they sometimes arrange for several different orders to be exported in one container and each order might be a separate Customs declaration. Even when there is only one order, circumstances or Customs procedures might require the submission of more than one Customs declaration. In all these cases the exporter would like to quote one MUCR (rather than several DUCRs) to forwarders and shipping lines.

Consolidators may be making up a container or lorry load and taking the load to a port for Customs clearance there. Some of the individual consignments may have already been declared by the exporter or an agent, or may be declared by the consolidator. Again, rather than having to quote several DUCRs the consolidator would like to quote only one MUCR to the port or shipping line.

In a variation of this theme the consolidator does all the declarations and has them individually cleared inland at, for example, an ICD. He then moves the goods to the port in a container/lorry, and again would only quote one MUCR to represent that load

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The format of a standard MUCR to be quoted by an exporter or consolidator (either in the declaration or in an Associate message) in the above circumstances is as follows:

Start with GB/;

Next add your TURN and follow this with a dash e.g. 123456789000-; and

Finally add a reference that is unique for that TURN e.g. ABC123 e.g., GB/123456789000-ABC123

Note: Container numbers and vehicle registration numbers are not unique over a period of months and so if they are to form part of a MUCR they must not be used unless a prefix or suffix is added

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Jobs - Exports

Exports - Overview

In designing GeMS the design brief was the complete Freight Business Software

The start point for any transaction or freight movement is the Job. Therefore the first step is to create a Job for either Air or Ocean

The Job is a record that can be created for consignment information relating to a House Air Waybill or a Consolidation Master Air Waybill or an IATA Direct Shipment (known as a BASIC record)

The majority of Jobs will therefore relate to a HAWB as most air freight consignments are consolidated

Creating an Export Job

Export Job / Customer Detail Tab

1. Use the following menu path to load the Job form: File > Job

2. The Job Maintenance window will be displayed defaulting to the Job / Customer Detail Tab

3. Click on the NEW RECORD icon to create a new job

4. Job Type defaults to Export. Do not change

5. Job Mode defaults to Air. Do not change if the Job is being created for an Air Export. For an Ocean Export, click on the drop down arrow and select Ocean

6. Enter Job Ref if required. This is the Job's unique reference number. Leave this field blank if you would like the number to be automatically generated by GeMS. For automatic allocation, set this up in the GeMS User Manager, Job References configuration

Note: The start point for any Job is the Customer or Client. The Client file is also where the consignee’s names and addresses are stored. These addresses will be used for Imports and Exports alike (dependant on a checkbox set in the Client record), for Air Waybills, for invoicing, SADs (C88s), Collection and Delivery Notes, etc.

7. * Under Customer details, enter Short Code

If the Short Code is known, the predictive text function will automatically insert the Customer’s name (if this Customer already exists in the database) as you type, matching the letters keyed in with those stored in the database

If the Short Code is not known, type a ? into the field to access the Find popup. Select the required Customer by scrolling through the list and double clicking on the name

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If the Customer is a new Customer, enter the required Short Code. A popup will be displayed asking you if you would like to add this Customer to the Client list. Click on the YES button to add it to the Client list and follow the steps as outlined in the Adding a new Customer from a Job section of this help

8. The Customer details (as entered in the Standing Data master record) will default into this form

9. Origin will default from the Standing Data master record for the Agent

10. * Enter Destination. This is the three letter Airport code associated with each airport, e.g., HKG for Hong Kong. If you do not know the Destination airport code, type a ? in the Destination field and a list of IATA Airport Codes will be displayed. Select the required code by double clicking on it

11. The following fields will automatically be updated as the job progresses:

No. Packages - will be updated when this information is entered in the Job

Gross Weight - will be updated when this information is entered in the Job

Created On - will be updated with the current date as soon as the Job is generated

Created By - will be updated with the User name as soon as the Job is generated

Completed On - will be updated with the current date as soon as the Job is finalised

Completed By - will be updated with the User name as soon as the Job is finalised

Archive State - Whilst a Job is still being processed its archive state will be set to Not Ready to Archive. Please go to the Archiving section for further information (this can be found in the help section of the Data Archiving application)

Archive State Set On - this will be updated with the date on which the archive state was set (a job is ready for Archiving only once it has been finalised)

Archive State Set By - this will be updated with the User name as soon as the archive state has been set

12. Job Costing Required defaults to checked if the User is configured for Job Costing in User Manager. If not then this field should be blank and disabled

13. * Enter Cost Centre if Requires Cost Centre Code has been checked in the Job Costing Profile in User Manager. If the User has had the Default Cost Centre set up in User Manager, then this field should default

14. Select Job Costing Complete once all Job Costing has been done. This box can be checked at any time, however, and it simply in place to indicate to users that Job Costing has been done on a particular job without having to open the Job Costing form

15. Click on the GENERATE JOB FILE button The software will do the following:

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If the Job Ref field is blank the software will generate a reference number according to the format defined when GeMS was configured

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The software will check that the value keyed into the Job Ref is unique and save the number

Note: The software has intelligent Job Build Up and if the Customer has had previous Jobs created, a popup will be displayed, showing a list of previously used consignees. Select the required Consignee by clicking on it and click on the YES button to continue. If the required Consignee is not displayed, click on the NO button. If you do not wish to display Job Build-up, ensure "Don't show Job Build-Up in future" is not selected.

Export Consignment Detail

1. The Consignment Detail tab of the job will now be enabled

2. Under Shipper details, the Short Code and Name will default from the previous screen

3. Under Consignee details, the Short code and Name will default from the details selected on the Job Build-Up popup

4. * Enter NPX. This is the number of packages expected

5. * Enter GWT. This is the gross weight expected

6. Enter CWT if required. This is the chargeable weight

7. NPR will be greyed out. This is the number of packages received and will automatically be completed when the goods are arrived

8. Date Expected defaults to the current date. Change if required

9. DEP Processing (Status / Date) will be greyed out. These fields will automatically be updated when a route is received from Customs, and if the Agent is a DEP

10. * Select CT Status by clicking on the drop down arrow. This is the Community Transit Status

11. * Enter Desc. This is the description of the goods

12. If the Agent creating the job does not operate as a DEP (Designated Export Place) ensure that the Goods Processed in DEP checkbox is unchecked. This can be set as a default setting within User Manager (on the General Tab, check 'Goods Processed in DEP' Default Value to ensure that this field is checked by default, or vice versa)

13. Latest Status will be greyed out. This field will automatically be updated when the goods are arrived and a route is given by Customs

14. Date will be greyed out. This field will automatically be updated with the date, goods location and shed when the goods are received

15. Click on the SAVE CHANGES icon to create the Job

16. The Summary details in the bottom grid of this window will be populated once a response has been received from Customs. Double click on the entry line item to open the Summary Detail popup. Click on the x to close the popup. The following information is displayed:

Declaration UCR

UCR Part No

Master UCR

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Entry Type

Entry No

EPU

ICS Code

Route

Entry Date

Acceptance Date

Finalisation Date

Total Duty

Total VAT

Total Duty & VAT

17. To continue with the required steps in this transaction, an Export Declaration needs to be completed for the Job, depending on the type of Declaration required.

Note: Clicking on the icon will expand the details of the Shipper or Consignee to show

the address details, TURN, etc. Click on the icon to hide these details. Note: To print the Job Report click on the PRINT icon (or PREVIEW icon). The Job Report

will print to the printer selected. The report displays Job Detail, Consignment Detail, Entries information and Shipment Detail

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Multiple Consignments Within the Same Job

When a Job is created it is usually a single consignment with a single declaration

However a Job can also accommodate multiple consignments to be included on the same HAWB for instances like pallet build or assemblies

An instance of such a scenario could be where multiple Shippers with multiple commodities are sent on the same HAWB

1. To add more consignments on to the same HAWB, click on the NEW CONSIGNMENT button on the Consignment Detail tab

2. A popup will be displayed asking if you are sure you want to add a new consignment. Click on the YES button to proceed or the NO button to cancel

3. If there have been previous jobs created for this Client, Destination, or Shipper, a Job Build-Up popup will be displayed. This will give a list of options to select the details from jobs that have already been created

4. If the new consignment being created has the same Shipper and Consignee to any of those in the list, select the relevant choice and click on the YES button

Note: If there is no relevant option for the Shipper and Consignee, click on the NO button. A new Job Maintenance window will be displayed. However the Consignee field will be empty and these details should be entered

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5. A new Job Maintenance window will be displayed. The Shipper and Consignee’s details will default into the form

6. If this consignment is for a new Shipper, the Short Code (Shipper) field may be overtyped with a new Short Code

7. Enter NPX. This is the number of packages expected

8. Enter GWT. This is the gross weight expected

9. Select CT Status by clicking on the drop down arrow

10. Enter Desc. This is the description of the goods

11. If the Agent creating the job does not operate as a DEP (Designated Export Place) ensure that the Goods Processed in DEP checkbox is unchecked

12. Click on the SAVE CHANGES icon to create the Job

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To delete a consignment, select the item from the list of Consignments and click on the DELETE CURRENTLY DISPLAYED CONSIGNMENT button. A popup will be displayed asking you if you are sure you want to delete this consignment. Click on the YES button to confirm or click on the NO button to cancel

To move a consignment to a new job click on the MOVE CURRENTLY DISPLAYED CONSIGNMENT TO A NEW JOB button. A popup will be displayed asking you if you are sure you want to move this consignment to a new job. Click on the YES button to confirm or click on the NO button to cancel. A new Job Maintenance window will be displayed, continue processing the job as normal

Adding a New Customer from within a Job

Job / Customer Detail Note: This can be done for an Import Job as well.

1. Use the following menu path to load the Job form: File > Job

2. The Job Maintenance window will be displayed defaulting to the Job / Customer Detail tab

3. Click on the NEW RECORD icon to create a new job

4. Job Type defaults to Export. Do not change

5. Job Mode defaults to Air. Change if required

6. Enter Job Ref. This is the reference number that will be associated with this job. You can either assign your own unique reference numbers, or allow GeMS to automatically allocate a Job reference number, in which case leave this field blank

7. Enter the Short Code. This should be a short code that does not already exist in the system. A popup will be displayed asking you if you would like to add this Customer to the Client list. Click on the YES button to add it to the Client list

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Client Maintenance - Details Note: If you are creating a Client from within a Job please start at step 5.

1. Use the following menu path: Standing Data > Client Maintenance

2. The Client Maintenance window will be displayed defaulting to the Details tab

3. In the left hand pane a list of all current Clients will be displayed. These can be filtered by selecting one of the following options:

View Import Clients Only

View Export Clients Only

View Both (defaults to selected)

4. Click on the NEW RECORD icon

5. * In the Header, enter Short Code

6. * Enter Name. This is the full trading name of the company

7. * On the Details tab, enter Address

8. Owner defaults to the Agent code

9. Enter Town if required

10. Enter County if required

11. Enter Post Code if required

12. * Enter Country. This is the two digit Country code

13. Enter Tel if required. This is the daytime contact telephone number

14. Enter Mob if required. This is the contact Mobile number

15. Enter Fax if required. This is the business fax number

16. Enter E-Mail if required. This is the contact e-mail address

17. Enter Airport code if required. This is the 3 digit airport code, e.g., LHR for London Heathrow

18. Enter Account No. if required

19. Enter IATA Account No. if required. This is the Customer’s International Air Transport Association details

20. Enter SITA, if required. This is the airline telecommunications network number

21. Enter CASS if required. This is the Cargo Account Settlement System number

22. Enter TURN. This is the 12 digit Traders Unique Reference number associated with the Customer

23. Enter Comments if required

24. * Select Import Client if the Customer is being set up for Imports

25. * Select Export Client if the Customer is being set up for Exports

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Note: It is possible to set up a single Customer for both Imports and Exports. Select both boxes to do this

Note: If minimal information is keyed into the system Customer record, only minimal

information will be displayed and printed on any system form or generated reports. For example a full name and address will only appear on the SAD copy 3 if the full details are included in the Customer file

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Client Maintenance - Job Costing

1. Click on the Job Costing tab

2. Select Terms for freight etc. invoices by clicking on the drop down arrow

3. Select Terms for Duty/VAT Invoices by clicking on the drop down arrow

4. Enter % charged for adv of Duty/VAT. This is the % that the Client will be charged for the advancement of Duty / VAT

5. Enter Min charged for adv of Duty/VAT. This is the minimum charged for the advancement of Duty / VAT

6. Check Separate Invoice for Duty/VAT only if a separate invoice for these charges is required

7. Check Charge Duty Advancement Fee if the duty advancement fee indicated above is to be charged

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Client Maintenance - Addresses

1. Click on the Addresses tab

2. Click on the ADD ADDRESS icon to add a new address. To delete an existing address, select one from the drop down list and click on the DELETE ADDRESS icon

3. * Enter Description. This would be used to describe the address being created, e.g., Air Waybill address and can be a maximum of 30 alpha numeric characters long. Once entered this will default into the first field at the top of the window. This drop down list can then be used to select previously saved addresses

4. * Enter Address




8. * Enter Country Code. This is the two digit country code, e.g., GB for Great Britain

9. Enter Tel if required

10. Enter Mob if required

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11. Enter Fax if required

12. Enter E-Mail if required

13. Customer defaults to selected, indicating that this is the default address. Select one or more of the following options to specify where this address will appear:

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Air Waybill

Invoice

Warehouse

Consignee

Shipper

Collection

Delivery

Customer (default)

Client Maintenance - References

1. Click on the References tab

2. The GVS (General Valuation Statement) tab defaults to selected. A General Valuation Statement is used as a 'season ticket' in place of individual valuation declarations

3. Click on the ADD icon

4. * Enter Shipper Short Code. If the Shipper Short Code is not known, type a ? into the field to access the Find popup. Select the required Shipper by scrolling through the list and double clicking on the name

5. * Enter EPU No. This is the code identifying the Entry Processing Unit responsible for issuing the GVS

6. * Enter Serial No. This is the reference number for the GVS and is 6 digits in length

7. * Enter Val Method. This is the code identifying the valuation method. Possible values can be found in Validation Codes in Standing Data

8. Enter Registered Date in the format DD/MM/YYYY if required

9. Enter Notes/Comments if required

10. To delete an item select it and click on the DELETE icon

11. Click on the Licences Tab


13. * Select Import/Export by clicking on the drop down arrow

14. * Enter Ref. This is a unique reference and can be alpha numeric

15. Select Type by clicking on the drop down arrow. This is the type of licence

16. Enter Valid From in the format DD/MM/YYYY. This is the date the licence is valid from

17. Enter To in the format DD/MM/YYYY. This is the date the licence is valid to

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20. Click on the LCO Schemes tab. This is the Local Control Office Scheme and identifies the Customs procedure authorised, the supervising office, the local customs reference number and the year of expiry


22. * Select ID from the drop down list

23. * Enter Authorisation. This is the 4 digit code that identifies the supervising office that issued the authorisation

24. Enter Reference. This is the 3 digit reference number issued by the supervising office

25. Enter Year of Expiry in the format YY



28. Click on the Customs Warehouses tab


30. * Select Type by clicking on the drop down arrow

31. * Select Country by clicking on the drop down arrow

32. * Enter Number. This is the number of the customs warehouse and must be 7 digits in length

33. Enter Address if required



36. Click on the Assoc TURNS tab


38. * Select Type from the drop down list

39. * Enter TURN. This is the unique TURN number of the client



42. Click on the Part Nos tab


44. Enter Part No, which is a unique number 25 characters in length

45. * Enter Comm Code. This is the commodity code associated with this part number

46. * Enter Description

47. Enter CPC. This is the Customs Procedures Code under which this part number is to be declared

48. Select Pref from the drop down list. This is the preference code

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49. Select Origin from the drop down list. This is the country of origin of the part

50. Enter Partner. This is the Client / Partner shortcode of the other partner involved in a consignment (e.g., for an import consignment this would normally be the consignor). If the code is not known, type a ? into the field to access the Find popup. Select the required Partner by scrolling through the list and double clicking on the name

51. Enter Part No. This is the alternative part number generally used by the partner

52. Select AI Statement by clicking on the drop down arrow

53. Enter AI Text if required



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Client Maintenance - Declarations

Values entered into the Client record will default into the relevant fields within a declaration

1. Click on the Declarations tab

2. Select Default Country from the drop down list. This is the country of dispatch / destination of the goods

3. Select Default Currency from the drop down list. This is the currency in which the goods are invoiced by this client

4. Select LCO Unit Code from the drop down list. This is the Local Customs Office code

5. Select Default Representation from the drop down list. This should be D for Direct Representation or I for Indirect Representation

6. Under Imports, enter DAN if required. This is the Deferment Approval Number

7. Select DAN prefix from the drop down list. This is the Deferment Approval Number prefix

8. Check Authorised for Import CFSP if the Client is allowed to perform Customs Freight Simplified Procedures

9. If this box is checked then the next check box becomes enabled. Check FSD Required if a monthly Final Supplementary Declaration is required

10. Under Exports, check Authorised for Export Simplified Procedures if the Client is allowed to perform Export Simplified Declaration Procedures

11. If this box is checked then the Type field becomes enabled. Select either LCP or SDP from the drop down list

12. Click on the TEMPLATES button to view a list of templates that exist for this Client

13. Click on the PRODUCTS button to add or view the Product Catalogue for this Client

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Client Maintenance - Notes

1. Click on the Notes tab


3. Enter Notes. This is any specific Notes relevant to the client that should be looked at when creating , and are displayed within the declaration

4. Select Misc Text from the drop down arrow. This indicates whether the above Client Notes will appear in the Miscellaneous Text field on the Declaration for Imports, Exports or both

5. Check Alert if the User is to be notified upon entering a Declaration for this Client that important notes exist

6. To delete a note select it and click on the DELETE icon

7. Click on the SAVE CHANGES icon to save the Client record

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Client Maintenance - Product Details

Use this form to maintain the product catalogue for the Client, used in the creation of Commercial Invoices

The Client must be either the Buyer or the Seller of the product

Note: It is mandatory for the Seller details (Shortcode and Product Code) to be populated

1. Click on the PRODUCTS button on the Declarations tab from within Client Maintenance

2. The Product Details window will be displayed

3. Click on the ADD NEW PRODUCT icon in the middle, towards the bottom of the window

4. Short Code will default to the shortcode of the Client selected

5. Name will default to the name of the Client selected

6. Seller defaults to selected. Change to Buyer if required. The ShortCode for the Seller or Buyer will default depending on which has been selected

Note: The Seller details (shortcode and product code are mandatory

7. Depending on what has been selected above, either enter the ShortCode for the Seller or the Buyer

If the Short Code is known, type it in and press tab

If the Short Code is not known, type a ? into the field to access the Clients popup. Select the required Client by scrolling through the list and double clicking on the required one

8. Enter Product Code (Seller). This field can take 35 alpha numeric characters. This is the Seller's unique reference for this product

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9. Enter Product Code (Buyer). This is the Buyer's unique reference for this product

10. Enter Commodity Code. Type a ? in this field to access the Customs Tariff and select a valid code from here

11. Enter Currency


If the Short Code is not known, type a ? into the field to access the Currency Codes popup. Select the required Currency by scrolling through the list and double clicking on the required one

12. Enter Value. This is the value of one item

13. Enter GWT. This is the gross weight of one item (including any packaging)

14. Enter NWT. This is the net weight of one item (excluding packaging)

15. Select Unit from the drop down list. This is the unit of measure

16. Enter SKU. This is the Stock Keeping Unit and is a unique number used to identify products

17. Enter Origin. This is the origin of the product


If the Short Code is not known, type a ? into the field to access the Country Codes popup. Select the required Country by scrolling through the list and double clicking on the required one

18. Enter Description. This is a concise description of the product

19. Enter Notes. This is any additional information that might be required

20. Click on the DELETE PRODUCT icon to delete a product from the catalogue. A message will be displayed asking you if you are sure you want to delete this record? Click on the YES button to continue or click on the NO button to cancel

21. Click on the SAVE RECORD icon. A message will be displayed stating please confirm you wish to save changes. Click on the YES button to continue, click on the NO Button to blank the current window and click on the CANCEL button to cancel any changes and return to the Product Details screen and continue editing / creating

22. The new product should appear in the list on the left hand side

23. The columns can be sorted by clicking in the column header, and can also be arranged by clicking and dragging on the column

24. View products where Client is Buyer defaults to checked. This means that all products that match the selected Client as the Buyer will be displayed. Uncheck this if you don't want this filter applied

25. View products where Client is Seller defaults to checked. This means that all products that match the selected Client as the Seller will be displayed. Uncheck this if you don't want this filter applied

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Associate Invoice

Use this form to associate one or more Commercial Invoices to a Job

This form can also be used to dissociate items from a Job

This can be done for Imports or Exports

1. Click on the C.INV button on the Consignment Detail tab from within a Job

2. The Associate Invoice window will be displayed

3. The Commercial Invoices grid (top grid) will list all Commercial Invoices that match the Shipper and Consignee on the Job

4. It is possible to filter the list of invoices by completing the fields at the top of the screen:

Invoice No

Buyer

Seller

5. Click on the CLEAR FILTER button on return the list to its default state

6. To view invoice items on a Commercial Invoice, select the invoice in the Commercial Invoices grid at the top. The details will appear in the Available Invoice Items grid, displaying the following details:

Assoc - Quantity associated

Product Code

Description

Qty - Amount on Commercial invoice

Available - Amount available to associate to a Job

7. Click on the ENTER EDIT MODE icon to manipulate the form

8. Check the box to assign all available quantities, if required. The Assoc column should now contain the same amount as the Quantity column

9. It is possible to manually enter an amount in the Assoc column as there will be instances where only partial quantities from a particular invoice are being associated

10. To automatically allocate all items and all quantities on the Commercial Invoice to the Job

Click on the AUTO ALLOCATE INVOICE LINES icon. All items (and full quantities) should now appear in the Associated Invoice Items grid

11. To associate all invoice items (lines) with less than the full quantity

Click on the ASSOCIATE ALL LINES icon. All items (with possibly less that the full quantity) should now appear in the Associated Invoice Items grid

12. To associate a single line only (with partial or full quantity)

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Select the required line item and click on the ASSOCIATE LINE icon. The single line should now appear in the Associated Invoice Items grid

13. Job Ref. will default the Job Reference

14. The Associated Invoice Items grid will now be populated with all associated items. This could be from more than one Commercial Invoice

15. Any unallocated items will still be available in the Available Invoice Items grid

16. To unallocate a single invoice item

Select the required line item and click on the DISSOCIATE LINE icon. The Available column should be increased with the amount that has been dissociated from the Job

17. To unallocate all items

Click on the DISSOCIATE ALL LINES icon. The Available column should be increased with the amount that has been dissociated from the Job

Note: If you only need to dissociate part of the quantity, you need to dissociate the entire amount and then re-associate it

18. Click on the SAVE CHANGES icon to save the record

19. Associating items to a Job will result in these items appearing on the Worksheet within the declaration. Click here for more information

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Adding Charges on a Job

Job Costing

Use this functionality to maintain details of costs and sales items applicable to individual jobs

A Job Costing Profile needs to be set up for the Agency and the User needs to be configured for Job Costing (within User Manager)

1. Open an Import or Export Job. The focus should be on the Job / Customer Detail tab

2. Job Costing Required should default to checked if the User has been configured for Job Costing

3. Enter Cost Centre if it has not defaulted. This field will default if the Cost Centre has been specified in the User record within User Manager, when initially creating the Job. This field will also be mandatory if this has been set up as a requirement within the Job Costing Profile within User Manager, when first creating the Job.

4. Click on the JOB COSTING button (you will need to be out of Edit mode for this button to be enabled, so if any changes have been made to the Job, you will need to save it first and then click on this button)

5. If Customs Duty and VAT have been calculated on the Declaration, and/or if there is a Deferment Advancement Fee, you will receive a message stating that there is/are outstanding Customs/Duty Charge(s), would you like the record(s) to be generated automatically? Click on the YES button to generate these records automatically or

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click on the NO button to continue (these charges will then need to be added manually)

6. The Job Costing window will be displayed

Note: If you clicked on the YES button to automatically add records for Customs/Duty, when this screen is first displayed, there should be at least 2 records; one for VAT and one for Duty. There could also potentially be a third record for a Deferment Advancement fee, if this has been specified for either the Agent (in the Job Costing Profile) or the Customer (in Standing Data)


8. Enter Charge Code. This needs to be a valid charge code set up in Standing Data. Either type the code into this field or type a ? to display a list of valid Charge Codes

9. Under Accrual/Cost, enter Supplier. This needs to be a valid Supplier set up in Standing Data. Either type the Supplier shortcode into this field or type a ? to display a list of valid Suppliers

10. Curr (Currency) defaults to GBP unless the Charge Code has been set up to allow accruals in a foreign currency, in which case the Currency can be over-typed

11. Enter Inv amt. This is the estimated (accrued) amount for the service being charged and can take a total of 8 digits, including 2 decimal places, e.g., 123456.78

12. Exch rate will not be enabled if the currency is GBP and will default to 1. If the currency is anything other than GBP, then the exchange rate must be entered

13. Net amt defaults to the same amount entered in the Inv amt field

14. Actual Currency, Inv amt, Exch rate and Net amt will default only once the job charges have been reconciled against the Supplier Invoice

15. Invoice No will default only once the Supplier Invoice has been created and this job charge reconciled against it. The date will default the creation date of the Supplier Invoice

16. Variance defaults only once this job charge has been reconciled against a Supplier Invoice and if there is a difference between the actual and accrued amount. This amount will be displayed as a percentage. If this is greater than 0 then this amount will display in red

17. Enter Ref if required

18. Under Sale, enter Invoicee. This needs to be a valid Client. Either type in the Client shortcode or type a ? to display a list of valid Clients




22. Invoice No defaults the Sales Invoice number as well as the date and time the Sales Invoice was created

23. Created defaults the date, time and User who created the Job Charges

24. Last Modified defaults the date, time and User who modified the Job Charges

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25. Allow accruals in foreign currency will only default to checked if the Charge Code has been set up in Standing Data to do so. If this has not been set up the field will default to blank and read only

26. Include Profit/Loss Calculations will only default to checked if the Charge Code has been set up in Standing Data to do so. If this has not been set up for the field will default to blank and read only

27. Click on the SAVE CHANGES icon to save the Job Charges

28. As charges are added, the running totals at the top of the window will be updated

29. o/s Accruals defaults the total of outstanding accruals for this Job

30. Actual Costs defaults the actual costs that have been reconciled against a Supplier Invoice

31. Total defaults the sum of o/s accruals and actual costs

32. Sales will default the sum of net sales amounts, if the associated Charge Code has been configured to include profit and loss

33. Profit/Loss defaults to the sum of sales - (actual costs + o/s accruals). If the result of this calculation is less than zero then the font colour will be red

34. When this form is not in edit mode the VIEW ( ) icon will be visible. This allows the user to view details of the Supplier, Invoicee, the Supplier Invoice and the Sales Invoice all from this form

35. When a Sales Invoice has been raised but not printed, the Invoice to and Sale column in the grid will be red

36. When a Job Charge has been reconciled against a Supplier Invoice, the Supplier and Accr/Cost column in the grid will be blue

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Sales Invoice Maintenance

1. Click on the NEW SALES INVOICE button on the Job Costing window once all Job Charges have been added

2. The Sales Invoice Maintenance window will be displayed

3. The behaviour of this form depends on which scenario is true:

Where all records have a blank Invoice to field on the Job Costing form

The Invoice To, Account code and Name should reflect the Client used in the Job.

The Client address should default unless an Invoice address has been specified for this Client

The payment terms should reflect those of the Client

In the list of Job Charge records on the Sales Invoice window, the Include checkbox should be checked for all records that match the Client, and unchecked for all records that were blank

Where some records have a blank Invoice to field

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The Invoice To, Account code and Name should reflect the Client of any of the Job Charge records that have this field filled in



In the list of Job Charge records on the Sales Invoice window, the Include checkbox should be checked for all records

Where more than one record has been used in the Invoice to field

The Select an Option popup will be displayed from which the correct Client can be chosen. Click on the SELECT button to select the required Client or click on the CANCEL button to cancel. After selecting the correct Client, the Invoice To, Account Code and Name should reflect those of the Client chosen



The list of Job Charge records should then only display those for which the Client matches this choice or for which the Client is blank

4. Enter Invoice Currency. Either type in a Currency Code or type in a ? to display a list of valid Currency codes. The list of Job Charge records will refresh to only display those for which the Sale Currency equals the currency code input here

5. Invoice Nr. is read only and blank. This number will be system generated once the Invoice has been saved

6. Printed is read only and blank and will default the date and time once the invoice has been printed

7. Tax point defaults to the current date only if it is within the month indicated by the Invoice Period specified in the Job Costing Profile in User Manager. Otherwise this will default to the last day of the month indicate by the Invoice Period in the Job Costing Profile

8. Click on the CHECK ALL CHARGE RECORDS icon if all Charge records are to be included on the Sales Invoice. Click on the UN-CHECK ALL CHARGE RECORDS if all Charge records are to be deselected

9. NET will default the sum of Sale Net amounts for all Charge records where the Include checkbox is checked

10. VAT will default the sum of the VAT due for each Charge record where the Include checkbox is checked (the VAT will be calculated for each Charge record first and then totalled)

11. Total will default the sum of the calculated amounts displayed in the NET and VAT fields

12. Enter Other Information (to print on invoice) if required

13. Invoice completed defaults to blank. This field will only be enabled if the User has rights to authorise the completion of a Sales Invoice

14. Authorised defaults to blank and only become enabled once the Invoice completed box has been checked. Only Users with sufficient rights to authorise invoices will be able to check this box

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15. Batch for printing later defaults to blank and will only become enabled once the Authorised box has been checked. Select this option if the Sales Invoice is not to be printed now but batched for printing at a later stage (See Batch Sales Invoice Printing)

16. Print now defaults to selected and will only become enabled once the Authorised box has been checked. Click on the PRINT icon. A message will be displayed stating that if you print this invoice, you will not be able to alter the invoice or the associated charge records in the future. Are you sure you want to print this invoice? Click on the YES button to continue or click on the NO button to cancel. The Print Sales Invoice popup will be displayed, where you can select the Output type (Paper, PDF or Tiff/Fax) and the Printer as well as the Number of Copies. Click on the PRINT button

17. The Sales Invoice record will be saved and the Invoice printed

18. The Invoice Nr. field should now be populated with the system generated Invoice number

19. The Printed field should now be populated with the date and time the Sales Invoice was printed

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Processing Export Declarations

Export Simplified Procedures and Normal (non-Simplified) Procedures

There are two new types of regime under the New Export System (NES)

Normal Procedures

Simplified Procedures

All Export traders can complete Normal Procedures NES declarations

The most common type of Normal Procedure declaration is a Full Declaration (FDE) - an electronic equivalent of the paper C88

Simplified Procedures allow for a simple declaration prior to the goods being exported (PSE or PLE) followed by Supplementary Declaration once the goods have departed

The main purpose of NES is to introduce pre-Export declarations on all third country exports

The Declaration options can be accessed by clicking on the following buttons located in the bottom right hand frame of the Consignment Detail tab

PSE – NES Pre-Shipment Advise (SDP) Entry

PLE – NES Pre-Shipment Advise (LCP) Entry

CRE – NES C21 Entry

FDE – NES Full Pre-Entry

SDE – NES Supplementary Declaration

Creating an Exports Off-Line Entry (OLE)

An OLE is an Off-Line Entry

An OLE is used when a second Agent wishes to include a submitted declaration (by a previous agent) on his consolidation. This would mean the second Agent would not to have to re-declare their goods but would still show the declared Jobs DUCR on their Airline Delivery Schedule

An OLE links a Job with an existing Declaration done by another Agent

1. To process an Off-Line Entry, a Job needs to be created (please refer to Creating a Job)

2. Click on the OFF-LINE ENTRY (OLE) button on the Consignment Detail tab once the Job has been created

3. The Off-Line Declaration popup will be displayed

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4. Enter the Decln UCR/Part No field. This should be the Declaration Unique Consignment Reference created by the Agent, who made the original declaration

5. Click on the INTERROGATE button

6. The response from CHIEF will display the status of the DUCR in the fields at the bottom of the Off-Line Declaration popup:

Summary - Shows the status received from Customs, e.g., OK to proceed

Summary Date / Time - Displays the date and time that the interrogation was made

SoE - Displays the Status of Entry code.

Route - Displays the entry route

HMC Status - Displays the status received from CHIEF

ICS Code - This is the Import Clearance Status Code indicating the Customs status of the entry

7. Close the form by clicking on the CLOSE FORM icon in the top right hand corner

8. The latest status on the Consignment Detail tab of the Job will update to the status as displayed in the OLE, e.g., OK to proceed

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MUCR Association / Disassociation / Closure

MUCR Association Association can be done under the following circumstances:

An Ocean Job has been created, a declaration has been performed, the goods have been arrived (if the Agent is a DEP) and now the Job needs to be associated with a Master UCR. Unlike Air Jobs, this process has not been automated and needs to be done manually

For diagnostic purposes, the EAC button can be clicked from within a House Air Waybill in an Air Job to ensure that is has been correctly associated through the Consolidation process. This is the only time that this function will be used within an Air Job

1. From the Consignment Detail tab click on the ASSOCIATE CONSIGNMENT WITH MASTER UCR (EAC) button

2. The Export Declaration Associations window will be displayed. This form displays summary information for the Job and will allow the user to set the Master UCR

3. Click on the ASSOCIATE button

4. A message will appear stating that there is no Master Air Waybill number stored for this Job. GeMS allows MAWBs to be created and stored in the system. When an association is made the system looks for any created MAWB for the Job. If there are no MAWBs this message will appear

5. Click the OK button

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6. The Master UCR field will become enabled

7. Enter Master UCR in the relevant format

Note: Some traders may be required to associate declarations with a Community System’s Provider’s (CSPs) MUCR according to the rules published by that air/port. If the procedures above have been followed then rather than associating DUCRs with the CSPs MUCR, the standard MUCR is to be associated with the CSP’s MUCR

Note: These references must be unique within their use on CHIEF as any re-use may cause

rejections or associate inappropriate declarations and hold up the movement of the goods

8. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon

9. The association information can be viewed (i.e. only after a response has been received) The Type column advises what the action is:

Association = A

Disassociation = D

MUCR Closure = C

10. Click on the CLOSE FORM icon to exit

11. To see the message going out of the software and a response coming back click on the Actions tab on the Job form

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All association messages sent are UKCINVEACA (UK Customs Inventory Export Associate Consignment)

EAC responses are UKCTRLACK (UK Customs Control Acknowledgement)

MUCR Disassociation

The Disassociate function allows for those instances where the wrong MUCR has been Associated to a DUCR

This can occur when a clerical error is made or the Shipper requests that the goods are removed from the consolidation, etc.

1. To Disassociate a MUCR, load the previously Associated Job and consignment

2. On the Consignment Detail tab click on the EAC button

3. The Export Declaration Associations window will be displayed

4. Click on the DISASSOCIATE button

5. A popup will be displayed asking you if you are sure you wish to disassociate from the Master UCR

6. Click on the YES button to confirm or click on the NO button to cancel


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8. When the resulting response is processed, the D under Type indicates the Disassociation


10. To see the message going out of the software and a response coming back click on the Actions tab on the Job form

All association messages sent are UKCINVEACD (UK Customs Inventory Export Associate Consignment)

EAC responses are UKCTRLNAK (UK Customs Control Acknowledgement)

11. The consignment can now be associated to a new MUCR (follow the MUCR Association instructions)

0.

Closing a MUCR

Closure of a Job is usually done automatically in the finalisation process

A MUCR is in an open state by default

Closing the MUCR should only be completed when all declarations (all HAWBs or container items) have been added to the MUCR. The close function can be completed from any Job or consignment that has the MUCR associated

Once closed the MUCR can have no further Declarations added (CHIEF will bounce any attempted further additions)

1. Load the required Job

2. On the Consignment Detail tab click on the EAC button


4. Click on the CLOSE MASTER UCR button

5. A popup will be displayed asking you if you wish to close the Master UCR, drawing your attention to the fact that this process is not reversible

6. Click on the YES button to confirm or the NO button to cancel


8. A Warning popup will be displayed stating that once a MUCR has been closed it cannot be reopened. Do you wish to continue? Click on the YES button to continue or the NO button to cancel

9. On receiving an acknowledgement from Customs the EAC form will be updated with a C (Closed) in the Type field

10. Click on the CLOSE FORM to exit

11. A subsequent and final warning popup will be displayed. Click on the YES button to continue

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PSE (Simplified Procedures) – Pre Shipment Entry

The Pre-Shipment Entry (PSE) is an abbreviated declaration for use only by those authorised under NES Simplified Procedures

Unlike a Full Declaration, the PSE can be entered with minimal information

Use of this declaration requires a follow-up declaration, the Simplified Procedures Supplementary Declaration (SDE) within 14 days

This is the CARDEX icon:

Important: All declarations constitute a legal declaration to HM Customs and Excise. The following text is only a guide. All fields displayed on GeMS Declaration Forms are fully described in the HM Customs Tariff (Volume 3 Part 2 Exports). Please refer to the Tariff for further information.

1. Click on the PSE button on the Consignment Detail tab The Job will be saved and the Declaration will be loaded

2. The Export SDP Pre-Shipment Advise (PSE) window will be displayed, defaulting to the Basic tab. The information from the Job details will default into the relevant fields in the declaration

3. Job Ref. will default from the Job

Note: Where applicable, CLIENT NOTES icons will be displayed for the Consignor, Consignee or Declarant. This means important comments have been made and should be viewed upon entering the declaration. Click on the CLIENT NOTES icon

4. Consignor (02) will default from the Job. This is the Consignor’s TURN or VAT number. Click on the drop down arrow to view the Consignor's address details. If this is a bulk entry declaration, entry the Custom's approved Consignor number for bulk entries. This will enable the Bulk Entry tab

5. Ref (07) will default the same number as the Job Reference. This can be changed if required and is the Trader’s own reference

6. Consignee (08) will default from the Job. This is the Consignee’s truncated name which can consist of upto 18 characters with no spaces. Click on the drop down arrow to view the Consignee's address details

7. Declarant (14) will default. This is the TURN or VAT number of the Declarant. Click on the drop down arrow to view the Declarant's address details

8. Select Repres by clicking on the drop down arrow if required. This is the Declaration representation indicator

9. Dest Ctry (17a) will default from the Job. This is the country of destination. Enter Y in the second part of this field if a Front End Credibility Check is required. If not, then leave blank

10. Arrival Ind (21) defaults to N. This is the goods arrival indicator and indicates that the goods are not at a Customs known location (i.e. the freight is NOT at the Frontier – Transit Shed or Airline or DEP). When the goods are electronically arrived at a Customs known location (Transit Shed, Airline or DEP) the value of this field will change to Y and the entry status will progress

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Note: When the arrival indicator is set to N the response to a declaration will be a Route H (Hold Entry Status)

On an arrived declaration, the arrival indicator will automatically be set to Y and will receive one of the following routes:

Route 6 – OK to Proceed

Route 1 – HM Custom’s paperwork examination

Route 2 – HM Custom’s paperwork and freight examination (ship-side examination)

11. Enter Place of Loading (27) if required. This is the code for the port or airport from which the goods are intended to leave the UK

12. Reports defaults to B and cannot be changed. This means that all reports will be automatically produced

13. Enter Master UCR (31) if a number of separate declarations are to be moved as a consolidation

14. Enter Locn of Goods (30) if required. This is the location where the goods are / will be available for examination. Enter the Transit Shed in the second part of this field, if required.

15. Rte F Rqd (Route F Required?) defaults to N for No Change to Y for Yes by clicking on the drop down arrow if required. This is a front end credibility check and when set to Y, requires validation on certain fields and will not be cleared by Customs until this check has been performed

16. Decln UCR (44) defaults from the Job. This is the Declaration Unique Consignment Reference. This is a 35 character reference created by the exporter or the agent for the consignment. It is made up of the following parts:

1st part – the year in which the UCR was allocated, e.g., 3 if allocated in 2003

2nd part – the country where the UCR was allocated, e.g., GB

3rd part – the identity of the trader. Usually the TURN number

4th part – the Job reference number

17. Enter UCR Part No if required in the second part of box 44. This is a 4 digit number

18. Enter Miscellaneous Text (44) if required. Click on the LCO button to insert details of the Local Customs Office in the Miscellaneous Text field

19. * Enter CPC Code(37). This is the Customs Procedure Code. Type a ? into this field if the code is not known. A list of valid CPC Codes will be displayed. Double click on the required code to insert it into the declaration

20. * Enter Comm Code (33) by clicking on the CARDEX icon to select previously entered information for this client. Enter the EC Supplementary Code in the second part of this field if required. To access the Electronic Tariff, type a ? into the field. The Tariff Browser will be displayed. Navigate to the required Commodity Code (or use the search functionality) and click on the OK button to insert the code into the Declaration

21. Enter Plain Language Description of Goods. The description of goods must correspond to the Commodity Code entered

22. LI Decln defaults. This is the Licence Identifier and consists of 4 characters:

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The 1st character is the Department of Trade & Industry Licensing requirement reference

The 2nd character is other Government Department codes relating to licensing and Prohibited and Restricted goods (P&R) reference

The 3rd character is the document available for OGD licensing / P&R goods

The 4th character is the Common Agricultural Policy (CAP) Export licensing reference

Note: If this is a bulk entry declaration, see Bulk Entry for further information

23. Select Batch Transmission of Declaration Required if this declaration is to be sent in a batch. A message will be displayed stating that the declaration will not be transmitted to CHIEF until you action it from the 'Batch Transmission of CHIEF Declarations' form accessible from the File Menu. Do you wish to continue? Click on the YES button to invoke all the validation usually carried out on committing a declaration but will not create an actions record. Click on the NO button to return the declaration form to edit mode

24. Click on the NEW RECORD icon to add subsequent items to the Declaration


26. Once the Declaration has been processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a route as advised by Customs

Note: A Pre Shipment Entry requires a Supplementary Declaration to be completed as well. 0.

PLE (Simplified Procedures) – Pre Shipment Entry Local Clearance Procedure

The Pre-Shipment Entry under Local Clearance Procedures (PLE) is similar to the PSE

The PLE includes two additional fields: Goods In date and time; and Goods Out date and time

PLE declarations can only be completed by those traders that have applied for Simplified Procedures, and specifically, Local Clearance Procedure

Local clearance allows authorised traders to see the expected clearance route of a consignment prior to its arrival at the frontier. Put in very simple terms Local Clearance Procedure traders have visibility of clearance status without the need to be a Designated Export Place (DEP)

Use of this declaration requires a follow-up declaration, the Simplified Procedures Supplementary Declaration (SDE) within 14 days


Important: All declarations constitute a legal declaration to HM Customs and Excise. The following text is only a guide. All fields displayed on GeMS declaration forms are fully described in the HM Customs Tariff (Volume 3 Part 2 Exports). Please refer to the Tariff for further information.

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1. Click on the PLE button on the Consignment Detail tab

2. The Export LCP Pre Shipment Advise (PLE) window will be displayed defaulting to the Basic tab


Note: Where applicable, CLIENT NOTES icons will be displayed for the Consignor, Consignee or Declarant. This means that important comments have been made and should be viewed upon entering the declaration. Click on the CLIENT NOTES icon



6. Consignee (08) will default from the Job. This is the Consignee’s truncated name which can consist of up to 18 characters with no spaces. Click on the drop down arrow to view the Consignee's address details


8. Select Repres (Declaration Representation) by clicking on the drop down arrow if required. This is the declaration representation indicator

9. Dest Ctry (17a) will default from the Job. This is the country of destination. Enter Y in the second part of this field if a Front End Credibility Check is required. If not then leave blank


Note: When the arrival indicator is set to N the response to a declaration will be a Route H (Hold Entry Status) For an arrived declaration, the arrival indicator will automatically be set to Y and will receive one of the following routes:




11. Enter Place of Loading (27) if required. This is the code for the port or airport from which the goods are intended to leave the UK

12. Reports defaults to B and cannot be changed. This means that all reports will be automatically produced


14. * Enter Locn of Goods (30). The first part of the field corresponds to the Office of Export. The second part of the field corresponds to the specific premises or transit shed. This is the location where the goods are available for examination

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15. Rte F Rqd (Route F Required?) defaults to N for No Change to Y for Yes by clicking on the drop down arrow if required. This is a front end credibility check and when set to Y, requires validation on certain fields and will not be cleared by Customs until this check has been performed






17. Enter UCR Part No in the second part of box 44 if required. This is a 4 digit number

18. * Enter Intended Arrival Inland in the format DD/MM/YYYY HH:MM. This field is used to declare when the goods are placed under Customs Control (when the goods are received in the LCP Trader’s warehouse)

19. * Enter Intended Departure Inland in the format DD/MM/YYYY HH:MM. This field is used to advise Customs of the intended LCP Warehouse departure date. This date/time must be later than the Intended Arrival Inland date and time

Note: LCP works by first applying a Route H to a declaration. When the intended Departure Date/Time is achieved, a route 0 will be applied, with intended clearance information

20. Enter Miscellaneous Text (44) if required. Click on the LCO button to insert details of the Local Customs Office in the Miscellaneous Text field

21. * Enter CPC (37). This is the Customs Procedure Code. Type a ? into this field if the code is not known. A list of valid CPC Codes will be displayed. Double click on the required code to insert it into the declaration


23. Enter Plain Language Description of Goods. The description of goods must correspond to the Commodity Code entered

24. LI Decln (44) defaults. This is the Licence Identifier and consists of 4 characters:

The 1st character is the Department of Trade & Industry Licensing requirement reference

The 2nd character is other Government Department codes relating to licensing and Prohibited and Restricted goods (P&R) reference

The 3rd character is the document available for OGD licensing / P&R goods

The 4th character is the Common Agricultural Policy (CAP) Export licensing reference

25. Select Batch Transmission of Declaration Required if this declaration is to be sent in a batch. A message will be displayed stating that the declaration will not be transmitted to CHIEF until you action it from the 'Batch Transmission of CHIEF

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Declarations' form accessible from the File Menu. Do you wish to continue? Click on the YES button to invoke all the validation usually carried out on committing a declaration but will not create an actions record. Click on the NO button to return the declaration form to edit mode



28. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a route as advised by Customs. This will normally default to Route H (Hold status)

Note: A Pre Shipment Entry Local Clearance Procedures requires a Supplementary Declaration to be completed as well.

0.

CRE (Normal Procedures) - Clearance Request for Exports

The CRE for exports currently has limited use

Only one Customs Procedure code can be used which is usually for use with carnets.

Depending on the CPC code used in the Declaration, a Supplementary Declaration may be required as well


1. Click on the CRE button on the Consignment Detail tab.

2. The Declaration Base Class window will be displayed


4. Decln Type (01) defaults to EX for Exports. Do not change. This is the Declaration Type

5. * Enter CPC Code (37). This is the Customs Procedure Code. Type a ? into this field if the code is not known. A list of valid CPC Codes will be displayed. Double click on the required code to insert it into the declaration

6. Pkgs (06) will default from the Job. This is the number of packages (items)


8. Consignor (02) will default from the Job. Do not change. This is the Consignor’s TURN or VAT number. Click on the drop down arrow to view the Consignor's address details

9. Arrival Ind (21) defaults to N. This is the goods arrival indicator and indicates that the goods are not at a Customs known location (i.e. the freight is NOT at the Frontier – Transit Shed or Airline or DEP). When the goods are electronically arrived at a

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Customs known location (Transit Shed, Airline or DEP) the value of this field will change to Y and the entry status will progress

Note: When the arrival indicator is set to N the response to a declaration will be a Route H (Hold Entry Status) For an arrived declaration, the arrival indicator will automatically be set to Y and will receive one of the following routes:




10. * Enter Locn of Goods (30). The first part of the field corresponds to the Office of Export. The second part of the field corresponds to the specific premises or transit shed. This is the location where the goods are available for examination


12. Select Repres. (44) (Declaration Representation) by clicking on the drop down arrow.. This is the declaration representation indicator






14. Enter UCR Part No if required in the second part of box 44

15. LI Decln (44) defaults. This is the licence identifier


17. Enter DT if required. This refers to the types of documents that can be requested with this declaration. Up to 4 document requests can be entered. This information needs to already exist in Standing Data

18. Under Tax Lines (47) click on the ADD NEW EMPTY TAX LINE icon:

Enter Type. This identifies the category of revenue being declared

Enter Tax Base if required

Enter Rate. This indicates information about the tax or duty being applied

Enter Ovr if you would like to override the Customs calculation. This is a three digit override code

Select MoP by clicking on the drop down arrow. This is the method of payment

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Tax Amount will automatically be calculated by Customs according to the Invoice amount and the rates selected. This is the amount of potential revenue being paid or claimed. If an override code has been entered this field should be manually entered

To delete a line item, select the line item and click on the DELETE CURRENT TAX LINE icon

19. Enter Miscellaneous Text (44) if required. This could include references to any documents produced in support of the declaration. Click on the LCO button to insert details of the Local Customs Office in the Miscellaneous Text field

20. Enter AI – Additional Information (44) by clicking on the ADD NEW AI LINE icon only if additional information is required on this declaration

Enter Type. This is the type of information and needs to already exist in Standing Data (See the section on the maintenance of Standing Data for the codes that can be used)

Enter Information

To delete a line item, select the line item and click on the DELETE CURRENT AI LINE icon


22. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a route as advised by Customs.

Note: Depending on the CPC Code used, a Supplementary Declaration may need to be completed as well

0.

FDE (Normal Procedures) - Full Declaration

Header Tab (FDE)

The FDE Full Declaration allows for every type of export declaration from straightforward Full Declarations to IPR/OPR and Licensable Goods

The FDE does not require a follow-up declaration after export

Where an FDE is used by authorised traders for Local Clearance Procedure Declarations the Goods In date and time and Goods Out date and time fields should be completed. (An SDE is not required following an FDE)


Important: All declarations constitute a legal declaration to HM Customs and Excise. The following text is only a guide. All fields displayed on GeMS declaration forms are fully described in the HM Customs tariff (Volume 3 part 2 Exports). Please refer to the tariff for further information.

1. Click on the FDE button on the Consignment Detail tab

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2. The Export Full Declaration (FDE) window will be displayed defaulting to the Header tab

3. Decl type (01) defaults to EX for Exports. Do not change



5. Pkgs (06) will default from the Job. This is the number of packages (items)


7. Consignee (08) will default from the Job. This is the Consignee’s truncated name which can consist of upto 18 characters with no spaces. Click on the drop down arrow to view the Consignee's address details


9. Dest Ctry (17a) will default from the Job. This is the country of destination. Enter Y in the second part of this field if a Front End Credibility Check is required. If not, the leave blank

10. The Cntr Ind (19) defaults to 0 which denotes goods not exported in a container. Change to 1 if the goods are to be exported in a container, by clicking on the drop down arrow


Note: When the arrival indicator is set to N the response to a declaration will be a Route H (Hold Entry Status). When the arrival indicator is set to Y one of the following routes will be received:




12. Enter Dep Date (21) in the format DD/MM/YYYY if required. This is the goods departure date

13. Enter Trpt ID if required. This is the identification of the active means of transport in which the goods are expected to leave the Community as known at the time of completion of the export declaration

14. Enter Trpt Cntry if required. This is the nationality of the active means of transport crossing the border. Enter Y in the second part of this field if a Front End Credibility Check is required. If not, then leave blank

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15. Enter Intended Arrival Inland in the format DD/MM/YYYY HH:MM. This field is used to declare when the goods are placed under Customs Control (when the goods are received in the LCP Trader’s warehouse)

16. Enter Intended Departure Inland in the format DD/MM/YYYY HH:MM. This field is used to advise Customs of the intended LCP Warehouse departure date. This date/time must be later than the Intended Arrival Inland date and time

17. Enter Place of Loading (27) if required. This is the code for the port or airport from which the goods are expected to leave. Enter Y in the second part of this field if a Front End Credibility check is required. If not, then leave blank

18. Mode of Trpt (25) defaults to 40. Change if required by clicking on the drop down arrow. This is the two digit code for the mode of transport. Please refer to the Validation Codes in Standing Data (Declaration Mode of Transport) for a list of valid codes.

19. Select Inld Mode (26) by clicking on the drop down arrow, if required. This is the inland mode of transport

20. * Enter Stat Curr (46). This is the currency in which the statistical value of the goods is declared

21. Enter Locn of Goods if required. This is the location where the goods will be available for examination. The second part of this field corresponds to the specific premises or transit shed






23. The second part of this field is the Declaration UCR Part No. Enter 4 alpha numeric characters if required

24. Repres defaults to D for Direct Representation. This is the declaration representation indicator. Change to I for Indirect Representation if required, by clicking on the drop down arrow


26. Reports defaults to B and cannot be changed. This means that all reports will be produced

27. Enter Whse ID (49) if required. Select Warehouse Type in the first part of this field by clicking on the drop down arrow. The second part of this field is the code of the warehouse to which the goods are to be removed. Click on the CARDEX icon to select previously entered information for this client

28. Enter Reg Consignor (44) if required. This is the registered TURN number. Click on the CARDEX icon to select previously entered information for this client

29. Rte F Rqd (Route F Required?) defaults to N for No. Change to Y for Yes, if required, by clicking on the drop down arrow. This is a front end credibility check and when

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set to Y, requires validation on certain fields and will not be cleared by Customs until this check has been performed

30. Under Rural Payments Agency (C9) enter Claim Ref. if required. This is the claim reference number and is 8 numeric characters in length

31. Enter Type if required. This is used to identify the type of claim and consists of a two digit code

32. Enter Reg. No. if required. This is the 6 digit RPA (Rural Payments Agency) trader registration number for the trader

33. Enter Guarantee No. if required. This is a 4 digit Guarantee Approval number used if there are export levies in operation or if the trader has an export levy guarantee in place

0.

Items Tab (FDE)

1. Click on the Items tab

2. * Enter Commodity Code (33) by clicking on the CARDEX icon to select previously entered information for this client. Enter the EC Supplementary Code in the second part of this field, if required. Enter Y in the third part of this field if a Front End Credibility Check is required. If not, then leave blank. To access the Electronic Tariff, type a ? into the field. The Tariff Browser will be displayed. Navigate to the required Commodity Code (or use the search functionality) and click on the OK button to insert the code into the Declaration

3. Enter Pkgs & Marks (31). This can be the type and number of containers and any relevant markings

4. Enter Gross Mass (35) if required. This field only needs to be completed if the goods were exported from a customs warehouse. This is the gross mass in kilograms and includes packaging


6. Enter Client Part No. if required

7. Goods Description (31) will default from the Commodity Code selected

8. Enter Supplementary Units (41) if required. This is the number of units if more than one unit of quantity is shown against the commodity code

9. * Enter Statistical Value (46). This is the cost of the goods to the purchaser abroad

10. * Enter Net Mass (38). This is the weight of the goods themselves without any packaging

11. LI Decln (44) defaults This is the licence identifier

12. Enter IR Item Request (44) if required. This is the Item Request Identifier and is completed when a trader wishes HMCE to take action on a supplied document. Completion of this field will always generate a Route 1 (documentation check) on the export declaration

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13. Enter LCO Scheme (44) if required. Click on the CARDEX icon to select previously entered information for this client, or manually enter each field

Select ID by clicking on the drop down arrow. This is the Local Control Office Scheme Identity. See Validation Codes in Standing Data for the types of entries allowed here

Enter Auth. This is the LCO Authorisation identification code

Enter Ref. This is the 3 digit reference number for a Local Control Office

Enter Year. This is the 2 digit year of authorisation for a Local Control Office

14. Enter Q3 (44) if required. This is the quantity whose units are required by the commodity code, and is used to calculate the revenue

15. Enter DT Doc. Decln (44) if required. This refers to the types of documents that can be requested with this declaration. Up to 4 document requests can be entered. This information needs to already exist in Standing Data

16. Enter Tax Lines (47) by clicking on the ADD TAX LINE button only if tax information is required on this declaration










Enter Information


18. Enter Miscellaneous Text if required. This could include references to of any documents produced in support of the declaration. Click on the LCO button to insert details of the Local Customs Office into the this field


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Licence / RPA Tab (FDE)

1. Click on the Licence/RPA tab

2. * Enter Item Licence Details (44) by clicking on the CARDEX icon to select previously entered information for this client or manually add details by clicking on the ADD NEW LICENSE DETAIL LINE icon, if item licence details are required

Enter Reference. The number is made up of 3 elements: Country – Licence Type – Licence number (Note: Further information can found in Volume 3 of the HM Customs Tariff)

Enter Line. Some Licences have more than one line for goods to be separately defined, if this is the case enter the line number. If the licence does not have any separate items enter 1

Enter Status. This is the current status of the licence or permit. The potential values of this field can be seen in Volume 3 of the Tariff. The values relate to the attribution value, and if the licence will be surrendered after the declaration has been accepted, etc. For example an attached exhausted paper licence should have a value of F

Enter Quantity. This is the licence status dictated by weight. Enter the weight used in this transaction. Normally licences are dictated by value and this is taken from the statistical value entered on the Item page of the declaration

To delete a line item, select the line item and click on the DELETE CURRENT LICENCE DETAIL LINE icon

3. Enter Supplementary Declaration Code (C49) if required

4. Select Goods origin (C45) if required, by clicking on the drop down arrow

5. Enter Recipe Code (C42) if required. This is the code for certain combinations of goods that contain food substances that are being exported

6. Enter Ingredients (44) by clicking on the ADD INGREDIENTS icon only if a recipe is not already registered for the goods

Enter Ingredient Code (C47a). This identifies the category of revenue being declared

Select Licence Sequence No (C48)

Enter Ingredient Quantity (Kg) (C47b). This is the quantity of the ingredient expressed in kilograms

To delete an entry select the line item and click on the DELETE SELECTED INGREDIENT icon


Note: This checkbox will appear on all tabs within the Declaration


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9. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a response from Customs

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Bulk Entry (FDE)

1. Click on the Bulk Entry tab

2. Click on the ADD BULK-STAT-VAL icon to add a line item

3. Enter Statistical Value (80). This is the value of the goods exported by the associated trader in the specified currency

4. Enter TURN Number (77). This is the TURN of each of the traders declared on a bulk declaration

5. Enter Bulk Trader's UCR (79). This is the reference by which the trader involved in the bulk declaration can be identified

6. Click on the DELETE SELECTED BULK-STAT-VAL icon to delete a specific line item


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SDE (Simplified Procedures) - Supplementary Declaration Exports

Header Tab (SDE)

The Supplementary Declaration (SDE) is the follow-up declaration required where a simplified procedures Pre-Shipment Declaration (PSE or PLE) was submitted prior to the export

An SDE should follow (within 14 days) any previously completed PSE or PLE

The SDE will inherit any values keyed into the Pre-Shipment Declaration (PSE or PLE), e.g. Commodity Code and Goods Description, etc.



1. Load the Job for which a PSE or PLE Declaration has been generated. Click on the SDE button on the Consignment Detailb

2. The Export SDP / LCP Supplementary Declaration (SDE) window will be displayed, defaulting to the Header tab

3. * Enter Acceptance Date in the format DD/MM/YYYY

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4. Enter Acptnc Time in the format HH:MM if required. This is the time of acceptance

5. Decln type (01) defaults to EX for Exports. Do not change


6. Consignor (02) defaults from the Job. This is the Consignor's TURN or VAT number. Click on the drop down arrow to view the Consignor's address details. If this is a bulk entry declaration, entry the Custom's approved Consignor number for bulk entries. This will enable the Bulk Entry tab

7. Pkgs (06) defaults from the Job. This is the number of packages (items)

8. Ref (07) will default the same number as the Job Reference. This can be changed if required and is the Trader's own reference

9. Consignee (08) defaults from the Job. This is the Consignee's truncated name which can consist of up to 18 characters with no spaces. Click on the drop down arrow to view the Consignee's address details

10. Declarant (14) defaults from the Job. This is the TURN or VAT number of the Declarant. Click on the drop down arrow to view the Declarant's address details

11. Dest Ctry (17a) defaults from the Job. This is the country of destination. Enter Y in the second part of this field if a Front End Credibility Check is required. If not, leave blank

12. CntrInd (19) defaults to 0 which denotes goods not exported in a container. Change to 1 if the goods are to be exported in a container, by clicking on the drop down arrow

13. * Enter Dep. Date (21) in the format DD/MM/YYYY. This is the Goods departure date

14. * Enter Trpt ID. This is the identification of the active means of transport in which the goods are expected to leave the Community as known as the time of completion of the export declaration

15. * Enter Trpt Cntry. This is the nationality of the active means of transport crossing the border. Enter Y in the second part of this field if a Front End Credibility Check is required. If not then leave blank

16. * Enter Place of Loading (27). This is the code for the airport or port from which the goods are intended to leave the UK. Enter Y in the second part of this field if a Front End Credibility Check it required. If not then leave blank

17. Trpt Mode (25) defaults to 40 for Air transport. Change if required by clicking on the drop down arrow. This is the two digit code for the mode of transport. Please refer to the Validation Codes in Standing Data (Declaration Mode of Transport) for a list of valid codes

18. Enter Inld Mode (26) by clicking on the drop down arrow if required. This is the inland mode of transport

19. * Enter Stat Curr (46). This is the currency in which the statistical value is declared

20. Decln UCR (44) defaults from the Job. This is the Declaration Unique Consignment Reference. This is a 25 character reference created by the exporter or the agent for the consignment

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21. Enter UCR Part No if required in the second part of box 44

22. Select Repres by clicking on the drop down arrow if required. This is the declaration representation indicator

23. Enter Whse ID (49) if required. Select Warehouse Type in the first part of this field by clicking on the drop down arrow. The second part of this field is the code of the warehouse to which the goods are to be removed. Click on the CARDEX icon to select previously entered information for this client

24. Enter Reg Consignor (44) if required. This is the registered TURN number. Click on the CARDEX icon to select previously entered information for this client

25. Under Rural Payments Agency enter Claim Ref (C9) if required

26. Enter Type (C9) if required. This is a 2 digit code used to identify the claim, e.g., 01 for Standard Electronic Export Refund Claim

27. Enter Reg No (C9) if required. This is the 6 digit trader registration number

28. Enter Guarantee No (C10) if required. This number is pertaining to export levies

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Items Tab (SDE)


2. * Enter Commodity Code (33) by clicking on the CARDEX icon to select previously entered information for this client. Enter the EC Supplementary Code in the second part of this field, if required. Enter Y in the third part of this field if a Front End Credibility Check is required. If not, then leave blank. To access the Electronic Tariff, type a ? into the field. The Tariff Browser will be displayed. Navigate to the required Commodity Code (or use the search functionality) and click on the OK button to insert the code into the Declaration

3. Enter Pkgs & Marks (31). This can be the type and number of containers and any relevant markings

4. Enter Gross Mass (35) if required. This field only needs to be completed if the goods were exported from a customs warehouse. This is the gross mass in kilograms and includes packaging



7. Goods Description (31) will default from the Commodity Code selected

8. Enter Supplementary Units (41) if required. This is the number of units if more than one unit of quantity is shown against the commodity code

9. * Enter Statistical Value (46). This is the cost of the goods to the purchaser abroad


11. LI Decln (44) defaults This is the licence identifier

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12. Enter IR Item Request (44) if required. This is the Item Request Identifier and is completed when a trader wishes HMCE to take action on a supplied document. Completion of this field will always generate a Route 1 (documentation check) on the export declaration

13. Enter LCO Scheme (44) if required. Click on the CARDEX icon to select previously entered information for this client, or manually enter each field




Enter Year. This is the 2 digit year of authorisation for a Local Control Office

14. Enter Q3 (44) if required. This is the quantity whose units are required by the commodity code, and is used to calculate the revenue

15. Enter DT Doc. Decln (44) if required. This refers to the types of documents that can be requested with this declaration. Up to 4 document requests can be entered. This information needs to already exist in Standing Data

16. Under Tax Lines (47) click on the ADD NEW EMPTY TAX LINE icon:










Enter Information


18. Enter Miscellaneous Text if required. This could include references to of any documents produced in support of the declaration. Click on the LCO button to insert details of the Local Customs Office into the this field


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Licence / RPA Tab (SDE)

1. Click on the Licence/RPA tab

2. * Enter Item Licence Details (44) by clicking on the CARDEX icon to select previously entered information for this client or manually add details by clicking on the ADD NEW LICENSE DETAIL LINE icon, if item licence details are required

Enter Reference. The number is made up of 3 elements: Country – Licence Type – Licence number (Note: Further information can found in Volume 3 of the HM Customs Tariff)

Enter Line. Some Licences have more than one line for goods to be separately defined, if this is the case enter the line number. If the licence does not have any separate items enter 1

Enter Status. This is the current status of the licence or permit. The potential values of this field can be seen in Volume 3 of the Tariff. The values relate to the attribution value, and if the licence will be surrendered after the declaration has been accepted, etc. For example an attached exhausted paper licence should have a value of F

Enter Quantity. This is the licence status dictated by weight. Enter the weight used in this transaction. Normally licences are dictated by value and this is taken from the statistical value entered on the Item page of the declaration


3. Enter Supplementary Declaration Code (C49) if required

4. Select Goods origin (C45) if required, by clicking on the drop down arrow

5. Enter Recipe Code (C42) if required. This is the code for certain combinations of goods that contain food substances that are being exported

6. Enter Ingredients (44) by clicking on the ADD INGREDIENTS icon only if a recipe is not already registered for the goods

Enter Ingredient Code (C47a). This identifies the category of revenue being declared

Select Licence Sequence No (C48)

Enter Ingredient Quantity (Kg) (C47b). This is the quantity of the ingredient expressed in kilograms

To delete an entry select the line item and click on the DELETE SELECTED INGREDIENT icon


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Bulk Entry (SDE)

1. Click on the Bulk Entry tab

2. Click on the ADD BULK-STAT-VAL icon to add a line item

3. Enter Statistical Value (80). This is the value of the goods exported by the associated trader in the specified currency

4. Enter TURN Number (77). This is the TURN of each of the traders declared on a bulk declaration

5. Enter Bulk Trader's UCR (79). This is the reference by which the trader involved in the bulk declaration can be identified

6. Click on the DELETE SELECTED BULK-STAT-VAL icon to delete a specific line item

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Worksheet

Worksheet

Worksheets outline the calculations performed to arrive at the Customs value of the goods

The worksheet will display the Invoice Line Items that have been associated to the selected consignment

It should also allow for new line items to be entered on the fly

Worksheets ca be opened in one of two ways:

From within a Declaration (Import or Export) by clicking on the WORKSHEET button - using this method allows you to allocate items to the declaration (See below for further information)

From within a Job by clicking on the WORK S. button - using this method allows you to add items to the worksheet (you cannot allocate items from here)

1. Open the Import or Export Declaration

2. Click on the WORKSHEET button

3. The Worksheet window will be displayed

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4. If any Commercial Invoice items have been associated to the Job, these items will be displayed in the grid on the left hand side

5. If no Commercial Invoice items have been associated to the Job, then this grid will be blank

6. Click on the ENTER EDIT MODE icon

7. Select Valuation Type from the drop down list. This is the method used for valuing the goods

8. Click in the Inc column for each line item. This will assign the full quantity for each invoice item to the declaration item

9. If you want to assign less that the full quantity, leave the Inc column unchecked and enter a value in the Assign field

10. Click on the ADD INVOICE LINE DETAILS icon to add an item in on the fly

11. A new blank line will be added into the grid

12. Enter Product Code. If the Product Code is not known type a ? to access the list of valid Product Codes

Note: If the Product is in Standing Data, various fields in this line will default from the record. If you are entering this product without accessing Standing Data, then all of the fields will need to be completed. For the sake of this help it is assumed that you will be referring to Product Codes in Standing Data

13. The following fields will default from the Product record in Standing Data (if it has been entered)

Description

Comm. Code

UOM (Unit of measure)

Orig

Curr (Currency)

14. Invoice will default the Invoice number if the Commercial Invoice has been associated to the Job. This field will be blank if the line is being entered on the fly

15. Inv. Qty will default if the item was associated from the Invoice to the Job. Enter this field if entering the item on the fly

16. Dest will default if the item was associated from the Invoice to the Job. Enter this field if entering the item on the fly

17. Line Value will default if the item was associated from the Invoice to the Job. Enter this field if entering the item on the fly

18. Click on the REMOVE INVOICE LINE DETAILS icon to remove a line item from the Worksheet. A message will be displayed asking if you are sure you want to delete this item? Click on the YES button to confirm or click on the NO button to cancel

19. Click on the AUTO ALLOCATE INVOICE LINES TO ENTRY ITEMS icon to automatically allocate items to the declaration. Clicking on this icon will automatically create a new Entry item for each different commodity code. These entry items will now appear in a list on the right hand side of the window displaying the following:

Entry Item number [Commodity Code]

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Quantity, Description of goods [Product Code]

20. To manually add Entry items to the declaration, you need to add an Entry item for each commodity code. Click on the ADD AN ENTRY ITEM icon. Entry Item X (where X is the number of the entry item, starting at 1) will be displayed in the list

21. Now select an invoice item in the grid (assigning either the full or partial quantity) and click on the ALLOCATE LINE TO ENTRY ITEM icon. This will allocate a single line to the Entry item

22. Select an Entry Item and click on the REMOVE AN ENTRY ITEM icon to remove the entry item from the list. A message will be displayed asking you if you are sure you want to remove this entry item. Click on the YES button to continue or click on the NO button to cancel. The entry item will be removed from the list

23. Click on the ALLOCATE ALL INVOICE ITEMS TO THE CURRENTLY SELECTED ENTRY icon to allocate all items with the same commodity code to the Entry item selected. If you attempt to allocate items with different commodity codes, a message will be displayed stating that it was unable to allocate any of the records specified as none of the commodity codes match that of the entry item. Click on the OK button

24. Select an Entry item and click on the UN-ALLOCATE LINE FROM ENTRY ITEM icon. A message will be displayed asking if you are sure you want to remove these details from the Entry Item? Click on the YES button to continue or click on the NO button to cancel. Another message will be displayed stating that this entry item no longer has any invoice lines associated to it; do you want to delete it too? Click on the YES button to confirm and remove the entry item or click on the NO button to remove the invoice line but not the entry item

25. Click on the UN-ALLOCATE ALL INVOICE ITEMS FROM THE CURRENTLY SELECTED ENTRY icon to un-allocate more than one invoice line that has been allocated to an entry item (i.e., invoice lines with the same commodity code grouped under one entry item). A message will be displayed asking if you are sure you want to remove all details allocated to this entry item? Click on the YES button to continue or click on the NO button to cancel. All invoice lines will be removed, but the entry item will remain in the list

26. Item No defaults the number of the entry item on which the current focus is. For example, if your cursor is focused on Entry Item 2, then Item No will default to 2

27. Enter Template if required. If the Template name is unknown, type a ? to access the Declaration Template List and select a valid template

Note: Only Item templates should be available for selection, as this is for a specific declaration item

28. Commodity Code defaults to the commodity code for the entry item on which the current focus is

29. Click on the NEW INVOICE button to create a new invoice if required. The Invoice Processing window will be displayed. Create a new Commercial Invoice and save the record. A message will be displayed stating that the invoice lines will be automatically allocated to a job, and no further changes will be permitted until the line items are un-allocated. Are you sure you want to save changes? Click on the YES button to continue or click on the NO button to cancel. The item(s) just added on the Commercial Invoice will appear on the Worksheet

30. Select an Invoice item by clicking on it and click on the OPEN INVOICE button to open the Commercial Invoice that the item is related to. The Invoice Processing window will be displayed. This is for information purposes only, as editing the form is

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not allowed as the invoice items have already been allocated to a Job. Clicking on the ENTER EDIT MODE icon will result in a message stating that one or more invoice lines have been allocated to a job.

31. The invoice will not be editable unless the invoice lines are un-allocated from their respective jobs. Click on the OK button

32. Click on the SELECT ALL button to place a check in the Inc column for all invoice items in the list (and assign all available items)

33. Click on the SAVE CHANGES icon to save the Worksheet

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Print the C105a

A C105A is the form used when the customs value is determined by using valuation Method 1 which is the general valuation statement completed for the regular import of goods from suppliers outside of the EC

The C105a can only be generated for an Import

1. Once the Worksheet has been saved, the C105a button becomes enabled

2. Click on the C105a button

3. The Select report to print popup will be displayed

4. Two options are available under Report:

c105a

Allocation detail (defaults to selected)

5. Two options are available under Print/Preview

Print

Preview (defaults to selected)

6. Select the report and print option required and click on the OK button to continue or click on the CANCEL button to close out of the popup

7. Depending on the print option selected above, either the Report Preview window or the Print popup will be displayed (where you can select printer, number of copies, etc.)

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Collection / Delivery Details Maintenance

This functionality is used to store the appropriate dates on which the goods were actually collected and/or delivered and also to produce the physical collection and delivery notes required in the operational environment

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1. Open an Import or Export Job and click on the Consignment Detail tab

2. Click on the COLL/DEL button

3. The Collection / Delivery Details Maintenance screen will be displayed


Note: Some fields on this screen will default depending on whether you are creating a Collection or Delivery

5. Select Type from the drop down list

6. Nr of pkgs defaults from the Job

7. Gross weight defaults from the Job

8. Enter Location. This is the code of the Company to/from which the collection/delivery is being made

9. Enter Name. This is the name of the Company to/from which the collection/delivery is being made

10. Enter Address. This is the address of the Company to/from which the collection/delivery is being made

11. Packages / Marks defaults from the Job. Enter subsequent details if required

12. Enter Person. This is the name of the person making the collection/delivery

13. Enter Vehicle reg. This is the vehicle registration

14. Enter Other Information. This is subsequent information that is to be printed on the collection/delivery note

15. Enter Transport Co. This is the Transport Company name for third party collections/deliveries

16. Issued by defaults the name of the user logged on to GeMS

17. Booked date defaults the date and time of expected collection/delivery

18. Last printed will default the date and time the report was last printed

19. Select Batch for printing later if the collection/delivery note is to be printed in a batch at a later stages

20. Click on the SAVE icon to save the Collection / Delivery note

21. Click on the PRINT icon to print the Collection / Delivery note

22. The Print Collection/Delivery Notes popup will be displayed

23. Output Type defaults to Paper, but PDF and Tiff/Fax files can also be created

24. Printer defaults to the default GeMS printer. Click on the drop down arrow to change, if required

25. Number of copies defaults to 1. Use the spinner to increase the number of copies, if required

26. Click on the PRINT button

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Amending an Accepted Entry

Once an entry has been accepted by Customs, there usually shouldn't be any need to amend the entry

However, if for any reason there is a need to amend the entry (e.g. change of commodity) follow the steps outlined below

1. To amend an entry click on the relevant entry button on the bottom right hand side of the Consignment Detail tab

2. Once the form has opened, click on the ENTER EDIT MODE icon

3. The Reason for Amendment/Deletion/Query Response popup will be displayed

4. Type in a reason for the amendment. This is required, otherwise the declaration will be declined

5. Click on the OK button

6. Amend the required fields

7. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon to resend the information to Customs

8. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a response from Customs stating that the Declaration has been amended

Note: An amended declaration prevents automatic clearance. HM Customs will need to provoke the declarations progress

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Declined and Re-Submitted Entries

Once a declaration has been submitted to Customs, Customs will come back electronically and say whether the declaration has been accepted or not

1. If Customs are not satisfied with any information submitted, they will send back an error message stating that errors have been reported. This information will appear in the Summary information on the Consignment Detail tab and a UKCTRLNAK will be received which can be viewed on the Actions tab

2. To re-enter the declaration, click on the appropriate button on the right hand side of the Consignment Detail tab

3. Click on the ERRORS button at the bottom of the entry to access the details of the error

4. The Error Report window will be displayed showing the error description, the box number reference on your entry that was incorrect and the value of the box that was incorrect

5. Click on the CLOSE FORM icon to close the window

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7. Amend the errors as required



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Declaration Reports

1. Access the Declaration by clicking on the appropriate button on the Consignment Detail tab

2. On the Declaration form click on the REPORTS button

3. The Declaration Report window will be displayed

4. The following information will be displayed:

Type - the type of report

Name - the name of the report

Date & Time - the date and time the report was originally produced

5. Select the required report by clicking on it once (the line item will be highlighted blue)

6. Click on the PRINT icon

7. Click on the CLOSE FORM icon to exit out of the Declaration Reports

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Unlocking a Declaration

1. The summary information on the Consignment Detail tab is blank, indicating that no response has been received from CHIEF.

2. The Declaration becomes locked

3. Click on the appropriate declaration button to access the Declaration

4. Click on the UNLOCK button at the bottom of the window

5. A message will be displayed asking you if you wish to unlock the data. Click on the YES button to continue or click on the NO button to cancel

6. Another message will be displayed asking you if you are sure you wish to unlock the data. Click on the YES button to confirm or click on the NO button to cancel

7. The record will now be in edit mode

8. Edit the record as required

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10. The focus should return to the Consignment Detail tab, and a response should be received from CHIEF

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Browsing Items in a Declaration

This functionality is only applicable to multi item entries

1. Click on the BROWSE ITEMS button on the Items tab

2. A window will be displayed listing all items within the Declaration

3. The following details will be displayed:

Item No

CPC

Commodity Code

Item Price

Description

Packages and Marks

4. Select the item you would like to view within the Declaration and press the ESC key on your keyboard

5. Alternatively if you do not wish to see a list you can simply navigate through all items

within the Declaration by clicking on the icon to browse forward or the icon to browse backward

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Using DEP Functionality - Goods In / Out

Overview - DEP Functionality

DEP (Designated Export Place) functionality assumes that as a DEP the Agent will physically receive the goods into a Custom bonded warehouse, and are thus able to receive the goods in GeMS and send an arrival message to Customs.

On the Consignment Detail tab, note the Goods Processed in DEP field. By default all consignments are assumed to be processed in the DEP and the box will be checked. If the goods are not to be processed in the DEP, ensure that this box is unchecked. This value can be set as a default setting within User Manager (on the General Tab, check 'Goods Processed in DEP' Default Value to ensure that this field is checked by default, or vice versa)

If the GeMS software has been configured for DEP Functionality then the DEP Processing fields will display the designated shed and airport codes

Arriving a Full Shipment after Processing a Custom Entry

Only Agents who are authorised as a Designated Export Place can perform this task

Once an electronic Customs entry has been submitted to CHIEF, and the goods are not recognised as being at a DEP, they will be shown as Route H (Hold).

The goods need to be arrived into the DEP so that an accepted entry route can be given

The Latest Status fields on the Job Maintenance window will be updated to reflect the date, time and route as authorised by Customs

1. From within a Job click on the Consignment Detail tab

2. In order for a Shipment to change from a hold entry (Route H) to an accepted entry (Route 1, 2 or 6) the consignment will need to be arrived in the DEP

3. To arrive the goods click on the GOODS IN/OUT button

4. The Job Consignment Details window will be displayed defaulting to the Goods In tab


6. Click on the RECEIVE ALL button if all of the goods have been received

7. A popup will be displayed asking you to confirm whether you want to receive all expected items. Click on the YES button to confirm or click on the NO button to cancel

8. Click on the SAVE CHANGES icon

9. Select the transmission method and click on the OK button

10. The Received fields will be completed with the date and time of receipt as well as the number of items and the gross weight

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11. The transaction will be processed and an arrival message will be sent to Customs

12. Click on the CLOSE FORM icon to return to the Consignment Detail tab

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Arriving a Partial Shipment After Processing a Custom Entry


2. To receive goods click on the GOODS IN/OUT button


4. Click on the ENTER EDIT MODE icon to receive a partial shipment

5. Enter Date (under Received)in the format DD/MM/YYYY

6. Enter Time in the format HH:MM

7. Enter No. of Items. This is the number of items received in the partial delivery

8. Enter Gross Weight of the received Item(s)

9. Enter Items Received, which is a free text field

10. Select Delivery / Collection from the drop down list

11. Click on the SAVE GOODS IN ( ) icon

12. The information will then be transferred into the bottom panel. If you wish to receive the goods in at a later stage, click on the ADD GOODS IN icon and complete the Received fields as outlined above

13. Click on the SAVE GOODS IN icon and the received goods will transfer to the bottom panel as well

14. If the Expected arrival date and time are known, click on the ADD GOODS IN icon and complete the Expected fields. Click on the SAVE GOODS IN icon and the expected details will transfer to the bottom panel

15. When the expected items are received, select each line item in the bottom panel. Click on the RECEIVE ALL button and receive all items in this way

16. Once all the goods have been received, click on the SAVE CHANGES icon to send an arrival message to Customs



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Arriving a Full Shipment Before Processing a Custom Entry

If the goods are received into a DEP before they have had an electronic entry submitted against them, they can be checked in and then when they are electronically submitted to CHIEF at a later stage, they will automatically be given a Route from CHIEF





5. Click on the RECEIVE ALL button if all the goods have been received

6. A popup will be displayed asking you to confirm whether you want to receive all expected items. Click on the YES button to confirm or click on the NO button to cancel


8. The Received fields will be completed with the date and time of receipt as well as the number of items and the gross weight

9. The transaction will be processed but an arrival message will not be sent to Customs as a Declaration has not been done for this Job

10. Click on the CLOSE FORM button to return to the Consignment Detail tab

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Arriving a Partial Shipment Before Processing a Custom Entry




4. Click on the ENTER EDIT MODE icon to receive a partial shipment

5. Enter Date (under Received) in the format DD/MM/YYYY

6. Enter Time

7. Enter No. of Items. This is the number of items received in the partial delivery

8. Enter Gross Weight of the received Item(s)

9. Click on the SAVE GOODS IN ( ) icon

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10. The information will then be transferred into the bottom panel. If you wish to receive the goods in at a later stage, click on the ADD GOODS IN icon and complete the Received fields as outlined above

11. Click on the SAVE GOODS IN icon and the received goods will transfer to the bottom panel as well

12. If the Expected arrival date and time are known, click on the ADD GOODS IN icon and complete the Expected fields. Click on the SAVE GOODS IN icon and the expected details will transfer to the bottom panel

13. When the expected items are received, select each line item in the bottom panel. Click on the RECEIVE ALL button and receive all items in this way

14. Once all the goods have been received, click on the SAVE CHANGES icon. The transaction will be processed but an arrival message will not be sent to Customs as a Declaration has not been done for this Job


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Sending an Arrival Message

If, when receiving the goods, an arrival message is not sent automatically, it is possible to force GeMS to send the arrival message to Customs.

1. From within a Job for which the goods have been received but an arrival message not been sent, on the Goods In tab, click on the EAL (Send NES Arrival (EAL) Message to CHIEF) button


3. A popup will be displayed stating that the Arrival Message has been sent. Click on the OK button

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Withdrawing Goods from a DEP

Use this function to withdraw goods to indicate to Customs that they are no longer available.

A departure message will be sent to Customs, with no transport details. Upon receipt of this message Customs will know that the goods have been withdrawn and are not actually available for Customs inspection

Withdrawn goods cannot be re-received. This process is final. To receive the goods back into the DEP a new Job will have to be created

1. Click on the Consignment Detail tab

2. Click on the GOODS IN/OUT button

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3. The Job Consignment Details window will be displayed

4. Click on the WITHDRAW button

5. A popup will be displayed telling you that once goods are withdrawn from a DEP no further processing of the consignment will be allowed. Do you wish to continue? Click on the YES button to confirm or the NO button to cancel


7. A popup will be displayed stating that the withdraw message has been sent. Click on the OK button

8. This procedure will update the Consignment Detail tab with the status Departed

9. An Export Movement Departure Advice (DTI-S8) will be printed on the default printer

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Goods Out

The Goods Out Tab will be automatically updated when the FINALISE button is clicked. This tab will only be enabled when the goods have been dispatched

If a consignment is unfinalised, the Goods Out tab will not be enabled, as the goods have not been dispatched

1. Click on the GOODS IN / OUT button on the Consignment Detail tab


3. Click on the Goods Out tab

4. The despatch details will have been automatically completed according to the Airline Delivery Schedule details

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Airline Delivery Schedule and Finalising the Job

What is an Airline Delivery Schedule (ADS)?

The Airline Delivery Schedule (ADS) is similar to a manifest and was introduced to assist the Air Freight Industry in accommodating HM Customs New Export System (NES) requirements

The ADS contains Consolidation Master Air Waybill information and House Air Waybill information (number of pieces and weight, etc.)

Additionally the ADS contains HM Custom’s declaration details

The ADS should be produced for all shipments; IATA direct shipments (Basic Air Waybill), Back to Back shipments and Consolidations

An important part of the ADS process is the setting of the Shipment Type for each Job and creating the Consolidation information (if there are both HAWB Jobs and a Consolidation Master Job)

The Airline Delivery Schedule Finalisation Process

In order to produce an Airline Delivery Schedule in GeMS the correct shipment and consolidation information are required; In simple terms, what is the MAWB and are there any HAWBs included? (i.e., is this a Consolidation?)

Finalisation provokes the following processes:

All DUCRs included for this Job will be associated. If the Job is a Basic shipment, only one DUCR will be associated to the MUCR

If a Consolidation is created this process can only be undertaken on the Master Job and all HAWB DUCRs will be associated

The MUCR will be closed

The ADS will be printed

Note: Every export consignment requires an Airline Delivery Schedule including BASIC

export Air Waybills

The inclusion of the HM Customs declaration references assists the air environment in proving to the Airline or Transit Shed that the necessary HM Customs NES requirements have taken place

The Transit Shed can also use the ADS to identify the HAWB number if HM Customs require action taken on a particular declaration reference

The ADS can only be printed if the following conditions are met:

All Jobs (HAWBS and their consignments or single consignment for a BASIC) have been declared as required. This is dictated by the Community Transit Status (CT Status); for example consignments with a CT status of X must have an associated accepted declaration. On the other hand a CT Status of C does NOT require a declaration

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The IATA Direct Air Waybill (Basic Air Waybill) or Consolidation Master has been closed (MUCR closed on CHIEF) and finalised

These conditions are built into GeMS as validation rules for the ADS production. Association and closure of the MUCR will be automatically completed when the FINALISE AND PRINT ADS button is selected

Shipment Detail - BAS Basic Shipment Type

Because the Shipment Type is a Basic, when the software processes the ADS it will not look for any House Air Waybills (HAWBs)

A Basic Shipment type does not require the House field to be completed

1. Click on the Shipment Detail tab once the Job has been created and the declaration processed


3. Shipment Type defaults BAS Basic. Do not change

4. Shipper and Consignee details default from the Job. It is possible to view address

details for both these parties by clicking on the and icons to view and hide the

details as required. Click on the icon to print the Shipper / Consignee Address Labels if required

5. Enter Carrier. This is the Carrier’s two alpha characters prefix. If you are unsure of the prefix, type in a ? to retrieve a list of all Carrier prefixes. The full Carrier name will default into the second part of the field

6. Enter Master. The first part of this field defaults to the 3 digit prefix allocated to the carrier specified. To fetch an existing Air Waybill from sotkc click on the ALLOCATE A MASTER AIR WAYBILL NUMBER FROM STOCK icon

7. A popup will be displayed asking you if you are sure you want to fetch the next available Air Waybill number from your AWB stock


9. The ALLOCATE icon has now changed to the UN-ALLOCATE THIS MASTER AIR WAYBILL NUMBER icon. Click this icon to put the Air Waybill number back into stock if required

10. The House field will be disabled as this is a Basic record

11. FWB will default to checked if the Carrier has been selected to send FWB messages in Standing Data (a CIMFWB message also needs to be configured in Data Routing). This can be checked or unchecked as required

12. Enter Flt No. This is the Flight Number

13. Enter Flight Date in the format DD/MM/YYYY

14. Desc defaults from the Job. Change if required

15. Depart. and Arrival fields default from the Job. To change these fields on the Air Waybill ensure that the check boxes are not selected

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16. Ensure that NOP (Automatically calculate Number of Pieces) and GWT (Automatically calculate Gross Weight) boxes are checked. This will ensure that the shipment details will transfer into the Air Waybill. In the case of a consolidation, the total number of HAWBs should be calculated here


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Shipment Detail - HSE House Shipment Type

This is assumed to be the most common Shipment Type.



3. Shipment Type defaults BAS Basic. Change to HSE House by clicking on the drop down arrow. Setting the Shipment Type is an important process as it dictates the Airline Delivery Schedule (ADS) processing and will enable/disable the Carrier, Master, House, Flt No and Flight Date fields accordingly.




5. The following fields will be disabled until such times as the Consolidation Master is created:

Carrier

Master

Flt No

Flight Date

6. House defaults the same as the Job Reference. This number will appear on the ADS and can be changed if the House (HAWB) is not the same as the Job Reference





Note: This process should be repeated for every House Job to be included in the Consolidation; i.e., ensure that the Shipment Type is set to House and that the House field has the correct HAWB number

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Creating the Consolidation Master from a House Shipment

1. Once all House (HAWB) Jobs in the Consol have been created the Consolidation Master Job can be raised. This can be done either by creating a new Job in the normal way (File > Job) or by using a simple shortcut that is available on the Shipment Detail page tab, the CREATE MASTER JOB button. This button can be selected from any one of the House Jobs

2. The Job Maintenance – 2 window will be displayed

3. Destination will default from the House Job.

4. * Enter Job Ref. This is the reference number that will be associated with this Job. You can either assign your own unique reference numbers, or allow GeMS to automatically allocate a Job reference number, in which case leave this field blank


6. Click on the GENERATE JOB FILE button

7. The Consignment Detail tab will now be enabled

8. * Enter CT Status by clicking on the drop down arrow

9. * Enter Desc.

Note: The Consolidation Master does not need a HM Customs declaration. HM Customs are advised of the closure of the MUCR - an automatic feature of the Consolidation process within ASM GeMS

10. Click on the Shipment Detail page tab

11. Shipment Type defaults CON Consolidation Master

12. * Enter Carrier

13. * Enter Master. If you are unsure of the Master Air Waybill number, click on the

ALLOCATE A MASTER AIR WAYBILL NUMBER FROM STOCK ( ) icon



16. The Allocate icon has now changed to the UN-ALLOCATE THIS MASTER AIR WAYBILL NUMBER icon

17. * Enter Flt No. This is the Flight number

18. * Enter Flight Date in the format DD/MM/YYYY

19. Click on the CONSOLIDATION button

20. The Master Air Waybill Consolidation window will be displayed. A list of House Jobs that have not already been included in a previous Consolidation will display in the panel on the left. A list of House Jobs already included in the consolidation will be displayed on the right

Note: The HAWB will be displayed in the panel on the right if the CREATE MASTER JOB button was selected from the HAWB (House) Job

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21. To include other HAWBs in this Consolidation Master Job, select the relevant HAWB in the panel on the left by clicking on it. Once it is highlighted click the ADD button and the HAWB will transfer to the panel on the right and be included in the Consol. To remove a HAWB select it and click on the REMOVE button. This will transfer the HAWB back to the panel on the left

22. If the House Job that has been consolidated has a red cross next to it, this means that the House Job is incomplete or contains an error. If you wish to re-enter a Job from this form, double click on the desired reference and the Job will load up. Once the House Job is complete and correct this cross will disappear

23. Click on the PRINT CONSOLIDATION MANIFEST button to print detailed list of all House Air Waybills included in the consolidation. Click here for an outline of what is contained within the consolidation. A message will be displayed asking you to Please set your Manifest Printer in User Options (if you have not set up this printer yet). Click on the OK button and you will be taken to the User Options where you will need to click on the Export tab and configure the Consolidation Manifest Printer

24. Click on the SAVE CHANGES button

25. Close the Master Air Waybill Consolidation form by clicking on the CLOSE FORM icon or the X icon at the top right of the form.

26. Each House Job will then display the same Master reference on the Shipment Detail tab and the Master will show the total number of packages and the total gross weight of all the associated House Air Waybills (on the Consignment Detail tab)

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Creating a House Job from the Consolidation Master

1. Create an Export Job and ensure that no declaration is done (as this is going to be the Master Job)

2. Enter any value for NPX and GWT as this field will be updated with each House Job created

3. Click on the Shipment Detail tab

4. Select CON Consolidation Master in Shipment Type, by clicking on the drop down arrow

5. Enter Carrier. This is the Carrier's two alpha character prefix. If you are unsure of the prefix, type in a ? to retrieve a list of all Carrier prefixes. The full carrier name will default into the second part of the field

6. Enter Master. The first part of this field defaults to the 3 digit prefix allocated to the Carrier specified. If you are unsure of the Master Air Waybill number, click on the


7. Enter Flt No. This is the Flight number


9. Desc defaults from the Consignment Detail tab

10. Click on the CREATE HOUSE JOB button

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11. Complete the details for the House Job as required

12. The Origin and Destination will default from the Master Job

13. As this is a House Job, a declaration needs to be completed

14. On the Shipment Detail tab, the Shipment Type defaults to HSE House

15. House defaults the Job Reference. Change if required


17. Once the House Job has been saved the OPEN MASTER button becomes enabled. Click on this button to open the Master Job from which the House Job has been created

18. On the Consignment Detail tab in the Master Job, the NPX and GWT fields will have been updated with the values created in the House Job

19. Create subsequent House Jobs as outlined above, as required. The NPX and GWT fields in the Master Job will be updated each time a new House Job is created

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Shipment Detail - BAK Back to Back

When creating a Back to Back shipment in GeMS, both the House Job and the Master Job are created as one Job

The Master Air Waybill and the House Air Waybill detail are set on the Shipment Detail tab

If GeMS is being used to print the Air Waybills, again both Master and House can be printed from the one Job



3. Shipment Type defaults BAS Basic. Change to BAK Back to Back by clicking on the drop down arrow




5. Enter Carrier. This is the Carrier’s two alpha characters prefix. If you are unsure of the prefix, type in a ? to retrieve a list of all Carrier prefixes. The full Carrier name will default into the second part of the field

6. Enter Master. The first part of this field defaults to the 3 digit prefix allocated to the carrier specified. If you are unsure of the Master Air Waybill number, click on the


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9. The Allocate icon has now changed to the UN-ALLOCATE THIS MASTER AIR WAYBILL NUMBER icon

Note: To un-allocate this number click on the UN-ALLOCATE THIS MASTER AIR WAYBILL NUMBER icon. A popup will be displayed asking you if you are sure you want to un-allocate this Air Waybill Number and return it to your AWB Stock. Click on the YES button to confirm or click on the NO button to cancel

10. House will default the same as the Job Reference. Change if required

11. FHL will default to checked if the Carrier has been selected to send FHL messages in Standing Data (a CIMFHL message also needs to be configured in Data Routing). This can be checked or unchecked as required

12. FWB will default to checked if the Carrier has been selected to send FWB messages in Standing Data (a CIMFWB message also needs to be configured in Data Routing). This can be checked or unchecked as required

13. Enter Flt No. This is the Flight number





18. Once the Job form is complete, click on the SAVE CHANGES icon

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Finalising and Printing the ADS

This task prints the Airline Delivery Schedule

The MUCR will automatically be closed (see the MUCR Closed field on the Shipment Detail tab)

Finalisation cannot be completed on a House Job. Finalisation can only be done on the Consolidation Master. This process will automatically finalise and close all associated House Jobs.

1. Click on the FINALISE AND PRINT ADS button located on the Basic, Back to Back or Consolidation Master.

2. The Finalisation popup will be displayed

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3. * Enter (Air)Port. This is the location to which the goods are being dispatched (either the frontier or directly abroad). Once this has been entered the rest of the fields on this popup will be enabled

4. Enter Shed if required. This is the 3 letter shed code for the port specified

5. * Enter Expected Departure Date in the format DD/MM/YYYY

6. Enter Time in the format HH:MM if required

7. Enter Transport ID only if the (Air)Port is not recognised as a location within the United Kingdom. This is the identifier for the vessel / flight, etc., in which the goods cross the border

8. Enter Transport Nationality only if the (Air)Port is not recognised as a location within the United Kingdom This is the Country Code for the nationality of the actual means of transport

9. Select Transport Mode by clicking on the drop down arrow, only if the (Air)Port is not recognised as a location within the United Kingdom. This is the actual mode of transport at the border

10. Click on the FINALISE AND PRINT ADS button

11. A popup will be displayed stating that Finalisation will Close the Master: This process is NOT reversible. Do you wish to continue? Click on the YES button to continue or click on the NO button to cancel

12. The ADS will print to the default printer, and the MUCR Closed field on the Shipment Detail tab will be updated with the date and time of closure

Note: The user should ensure that the Job / Consolidation is complete and ready to send to a Wholesaler/ Airline / Transit Shed before clicking YES

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Finalising the ADS from the Consolidation Master

1. To finalise and print the Airline Delivery Schedule, this must be done from the Consolidation Master. From any House Job click on the OPEN MASTER button on the Shipment Detail tab

2. Click on the Shipment Detail tab in the Consolidation Master


4. The Finalisation popup will be displayed

5. * Enter (Air)Port. This is the location to which the goods are being dispatched (either the frontier or directly abroad)

6. * Enter Expected Departure Date in the format DD/MM/YYYY

7. Enter Time in the format HH:MM if required

8. Enter Transport ID only if the (Air)Port is not recognised as a location within the United Kingdom. This is the identifier for the vessel / flight, etc., in which the goods cross the border

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9. Enter Transport Nationality only if the (Air)Port is not recognised as a location within the United Kingdom. This is the Country Code for the nationality of the actual means of transport

10. Enter Transport Mode only if the (Air)Port is not recognised as a location within the United Kingdom. This is the actual mode of transport at the border


12. A popup will be displayed stating that Finalisation will Close the Master: This process is NOT reversible. Do you wish to continue? Click on the YES button to continue or click on the NO button to cancel

13. The ADS will print to the default printer, and the MUCR Closed field on the Shipment Detail tab will be updated with the date and time of closure

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Unfinalising the MUCR

Use this process to unfinalise a MUCR that has already been finalised and closed.

Once a MUCR has been finalised, the UNFINALISE button will be enabled. This button will not be enabled until the status of the Job is showing as finalised

1. On the Shipment Detail tab within the Job you wish to unfinalise, click on the UNFINALISE button

2. A popup will be displayed asking you to confirm that this Consolidation Master is to be unfinalised. Click on the YES button to confirm or click on the NO button to cancel

3. The MUCR will now show as unfinalised, allowing for details to be amended and Houses to be added, if a consolidation

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Reprinting the ADS The ADS can only be reprinted once the Job has been finalised and the ADS printed off initially.

1. On the Shipment Detail tab click on the RE-PRINT ADS REPORTS button

2. A popup will be displayed asking you to select from two options:

Full Airline Delivery Schedule (defaults to selected)

Summary Airline Delivery Schedule

3. Select the required schedule and click on the OK button to proceed or the CANCEL button to cancel

4. The Airline Delivery Schedule will be printed to the default printer

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Air Automated Manifest System

AAMS Overview

The Air Automated Manifest System (AAMS) software was developed originally to send advance electronic information to the United States

As a result of political changes in the US, particularly post 9/11, the use of AAMS became mandatory

AAMS only affects Exports to the US

On notification of departure by the Airline (or in certain circumstances the Forwarder) the relevant HAWB-level consignment data is transmitted to AAMS via an FHL (electronic HAWB) message

Creating a Message to AAMS Before AAMS information can be retrieved, the following criteria need to be met:

The destination of the shipment is within the U.S.

The shipment is either a consolidation or a back-to-back (i.e. it has HAWB information that needs to be transmitted)

The Agent participates in the CCS-UK AAMS (SPCS) service

The Carrier of the shipment participates in the CCS-UK AAMS (SPCS) service (Click here for a list of carriers that are configured at CCS-UK to receive FHL messages)

The FHL message has to contain full address information for the Consignee. This information is taken from the Consignee field on the Consignment Detail tab of the Job. The Consignee shortcode must be completed, and the Consignee address in Standing Data must include a ZIP code

A CIMFHL Detail message is transmitted for each HAWB consignment included, containing the information from the Standing Data address record for the Client

A CIMFHL Checklist is also transmitted

1. Click on the US FREIGHT STATUS button on the Shipment Detail tab

2. The US Customs Freight Status window will be displayed showing a list of all CargoImp Freight Status Information (cimfsi) records related to a particular shipment.

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Air Waybills

Maintaining the Air Waybill from within a Job

1. Click on the AIR WAYBILL button on the Shipment Detail tab to open the Air Waybill form

2. The Air Waybill Creation window will be displayed

3. Shipper’s Name and Address will default

4. Click on the PRINTED ADDRESS button to view and/or amend the address details set up for printed items in Standing Data

5. Consignee’s Name and Address will default

6. Click on the PRINTED ADDRESS button to view and/or amend the address details set up for printed items in Standing Data

7. Issuing Carrier’s Agent Name and City will default

8. Enter Accounting Information if required. For example, payment by cash or cheque, payment by credit card, etc. This is a 3 letter code that can be found in Standing Data

9. Agent’s IATA Code will default if this has been entered into the record in Standing Data

10. Account No. will default, only if used by the issuing carrier

11. Airport of Departure (Addr. of first carrier) and requested Routing will default

12. Enter Reference Number if required. This can be an alpha numeric unique reference or can be a House Air Waybill or shipper’s reference.

13. To defaults the Airport code

14. By first Carrier (Routing and Dest) defaults the Carrier name

Note: The subsequent To and By fields relate to second and third transfer points if applicable

15. Currency defaults to that applicable to the country of departure

16. Enter Payment terms by placing an X in the relevant box:

Wt/Val PPD – Weight / Value Prepaid

Wt/Val Coll – Weight / Value Collect

Other PPD – Other charges at origin, Payment Prepaid

Other Coll – Other charges at origin, Payment Collect

17. Enter Decl. Val for Carriage if required. This is the declared value for the carriage of the goods. If no value is declared, enter NVD (No Value Declared)

18. Enter Decl. Val for Customs. This is the declared value for Customs. This field may be left blank if required

19. Airport of Destination will default

20. Flight / Date will default.

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21. Enter Amount of Insurance if the issuing carrier offers this service. If the issuing carrier does not offer insurance or no insurance is requested, XXX defaults in this field. Do not change in this instance

22. Ensure that As Agreed is checked if this amount has previously been agreed. Deselect if this amount has been added on without prior consent

23. Enter Handling Information if required. The first field is the special handling code, the second is for any handling information. These codes can be found in Standing Data (Special Handling Codes). Click on the ALSO NOTIFY icon to display a list of Clients that should be notified of any specific handling information. Select a client from the list and the following will be displayed in the text field: "Also Notify: [name and address of Client]"

24. Enter SCI. This is Special Customs Information. These codes can be found in Standing Data (Customs Codes)

25. No. of Pieces, Gross Weight and kg lb will default from the Job

26. Enter Rate Class with the corresponding rate. Click here for a list of applicable codes

27. Depending on the Rate Class entered previously, enter Commodity Item No.

28. Enter Chargeable Weight, according to the applicable rating rules

29. Enter Rate / Weight. This is the applicable charge rate, e.g., minimum charge, normal rate, quantity rate, etc.

30. Total will automatically calculate the total charge or discount for each line entry. Where a discount applies, the amount will be preceded with a minus symbol

31. Enter Nature and Quantity of Goods (Incl. Dimensions or Volume), e.g., dangerous goods, live animals, etc

Note: Subsequent values can be added for each line item. Once a line item has been entered, right click in the Rate Class field of a new blank line item. A list of options will be displayed, which when selected will enable subsequent fields. The options are the following:

Enter Description - any fields to the right of Rate Class will be blanked out and the cursor will appear in the Description field

Enter Dimensions - this will enable 5 fields which are Dimension Height, Dimension Width, Dimension Length, Unit of Measurement and No. of Pieces

Enter Volume - Select the unit of volume from the drop down list, and the quantity

Enter SLAC (Shipper's Load and Count) - this enables a field that can take numbers only

Enter Letter of Credit - This enables a text field in which reference to any existing Letters of Credit should be made

32. Click on the DELETE RATING LINE icon to delete a specific line. A message will be displayed asking if you are sure you want to delete this line? Click on the YES button to continue or click on the NO button to cancel

33. Depending on the selection made in the Payment terms fields earlier on, the charges will appear in the relevant boxes under either Prepaid or Collect

34. Enter Charge Code if you wish to include other charges on your Air Waybill, such as Airline Security and Handling charges. If you do not know the Charge Code, type a ? in this field. A list of other subsequent charges will be displayed. Click once on the item required and click on the SELECT button. Click on the CANCEL button to exit

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this list. Charge codes ending in A indicate charges due Agent and Charge codes ending in C indicate charges due Carrier

35. Enter Amount. Press the TAB button on your keyboard and the amount and details will default into the field below. To add more charges, simply repeat the previous steps

Note: To remove a line, select it by clicking on it once. Click on the DELETE CHARGE ITEM button. A popup will be displayed asking you if you are sure you want to delete this line. Click on the YES button to confirm or click on the NO button to cancel

36. Total Other Charges Due Agent will default any charges entered above ending with an A

37. Total Other Charges Due Carrier will default any charges entered above ending with a C

38. Total Prepaid and Total Collect will default the total amount of all charges for both prepaid and collect

39. Executed On will default the date the Air Waybill was executed

40. At defaults the place of execution, e.g., London Heathrow

41. By defaults the Agent Name

42. Click on the VALIDATE AWB button to validate and save the Air Waybill

43. Once validated, click on the FINALISE AWB button. Once finalised no more changes can be made to the Air Waybill. If any subsequent changes are required to the Air Waybill you will need to unfinalise first. This can be done by opening the Air Waybill and clicking on the UNFINALISE AWB button. A message will be displayed stating the this AWB is complete, please confirm you wish to unfinalise this AWB. Click on the YES button to continue or click on the NO button to cancel. Clicking YES will put the Air Waybill in a state in which it can now be edited, and the above process followed again

44. To return to the Job form click on the CLOSE FORM icon

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Maintaining an Air Waybill for a Back to Back

1. Click on the AIR WAYBILL button on the Shipment Detail tab. There will be two options: Master Air Waybill House Air Waybill Select the House Air Waybill option

2. The House Air WayBill Creation window will be displayed

3. Update the details as required (see Maintaining the Air Waybill from within a Job for more information on how to do this)

4. Click on the CLOSE FORM icon the House Air WayBill Creation form. Do this only when the House Air Waybill is completed and validated (do not finalise yet)

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5. Click on the AIR WAYBILL button and select Master Air Waybill to access the Master Air Waybill

6. The Air WayBill Creation window will be displayed

7. Update the details as required

8. Click the FINALISE AWB button on the Master Air Waybill once it has been completed and validated

9. Click on the CLOSE FORM icon to close the Master Air Waybill

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Plain Paper Air Waybills

1. To print a Plain Paper Air Waybill, the following needs to be configured:

The Air Waybill options for Plain Paper Printing from within Tools

The Carrier needs to be configured to print Plain Paper Master and House Air Waybills

2. From the Shipment Detail tab click on the AIR WAYBILL button to print the Air Waybill

3. Complete all fields as required (See Maintaining the Air Waybill from within a Job for more information)


5. If you have a duplex printer, this needs to have been specified in Tools. The Conditions of Contract will automatically be printed on the reverse of the required pages (duplex printing is required for this as it will require double sided printing)

6. If you have selected Prompt to Print Conditions, this means that you are not using a duplex printer and the pages need to be manually inserted to print the Conditions of Contract

7. The Pre-print AWB Conditions of Contract popup will be displayed. This will give you time to go to the printer, and re-insert the pages manually so that the Conditions of Contract can be printed on the reverse

8. Select Pre-print ordered batches of Conditions of Contract. Insert all pages of the Plain Paper Air Waybill and the Conditions of Contract will be printed on the relevant pages as required OR

9. Select Pre-print pages with Conditions of Contract. This option will not print an ordered batch. You will have to manually insert the correct copies of the Air Waybill onto which the Conditions of Contract are to be printed

10. Select the required printer and number of Batches / Copies


12. The Air Waybill should print in the following order:

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Original 3 (for Shipper) - Blue

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Copy 8 (for Agent) - Black and White

Original 1 (for Issuing Carrier) - Green

Original 2 (for Consignee) - Red

Copy 4 (for Delivery Receipt) - Black and White

Copy 5 (Extra Copy) - Black and White



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Jobs - Imports

Imports - Overview

Because the goods are coming into the United Kingdom, the Air Waybill will already have been created. The Airline or Transit Shed needs to ensure that this information is available electronically to CCS-UK, who will then inform the Agent.

The Job is a record that can be created for consignment information relating to a House Air Waybill or a Consolidation Master Air Waybill.

The Airline will only create one master if it is a Consolidation; the Agent will be responsible for creating the House Air Waybills

Maritime jobs are handled differently, please refer to Creating an Import Job - Maritime for more information

CCS-UK Import Consignments

CCS-UK Air Imports

In this form no consignments will be displayed that are Master records with Houses that meet specific criteria. For example, previously in GeMS "Consignment is a Master" was displayed in the Action Text of this grid for all Master records. Because the Master consignment is not subject to Customs Clearance and therefore never finalised it was decided that a Master consignment should not be displayed in the list if the following criteria are met:

it has one or more house or split house consignments and;

All of those house or split house consignments are finalised

1. Use the following menu path: File > CCS-UK Import Consignments...

2. The CCS-UK Air Imports window will be displayed

3. It is possible to search for an Imports record by using the filters located in the Header. Enter any of the following:

Job Reference

Shd (Shed code)

AOR (Airport of Arrival)

MAWB (Master Air Waybill)

HAWB (House Air Waybill)

SRF (Split Reference)

Note: The list should dynamically filter as you type, when entering the Job Reference, MAWB and HAWB fields.

4. Click on the CLEAR FILTER button to clear any filters set and return the list to its original appearance

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5. It is possible to reorder the columns in the grid. Click and drag the required column to the new location. Any changes made should be saved for all future sessions

6. Include consignment finalised in last defaults to the last eight days. Click on the spinner to increase or decrease this number and click on the REFRESH LIST icon in the toolbar to update the list accordingly

0. Note: To print the CCS-UK Air Imports Report according to the criteria specified, click on

the PRINT icon (or PREVIEW icon). The CCS-UK Air Imports Report will print to the printer selected. The report displays a list of all Import Consignments and the following details:

Job reference

Shed / Airport

MAWB

HAWB


Action Text (Status)

NPX (Number of packages expected)

NPR (Number of packages received)

GWt (Gross weight in kilograms)

Description

Flight

Flight Date

CCS-UK Import Consignment Report Generator

Use this form to display / report details of CCS-UK Import Consignments

1. Use the following menu path: File > CCS-UK Import Consignments...

2. The CCS-UK Air Imports window will be displayed

3. Click on the REPORT GENERATOR button

4. The CCS-UK Import Consignment Report Generator window will be displayed

5. In the Select A Find Option, select the required option from the list by clicking on it once

Note: Depending on the Find Option selected, the Select Match fields will differ. Enter this according to the criteria supplied above.

6. Click on the ADD CRITERIA icon to add these filters into the Find Criteria field on the right. To remove a filter, select it and click on the REMOVE CRITERIA icon

7. Keep adding criteria as required

8. Click on the CLEAR ALL icon to clear all fields if required

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9. Click on the FIND icon to begin the search

10. The results of the search will be displayed in the bottom part of the window



13. Double click on the required item to open it

14. Click on the SAVE THE CURRENT SEARCH CRITERIA icon to store a set of filter criteria together with a descriptive name. The Search Criteria List will be displayed.

15. Enter Search criteria name

16. Click on the SAVE FILTER CRITERIA USING THIS NAME icon or click on the CLOSE DIALOGUE AND CANCEL icon to cancel without saving (and click NO to saving the changes)

17. Click on the RETRIEVE A PREVIOUSLY SAVED SEARCH CRITERIA icon to select from a list of previously stored reports. The Search Criteria List will be displayed

18. Under List of search criteria, select the required report and click on the SELECT THIS SEARCH CRITERIA icon. The filter and corresponding results will be displayed on the main window

19. Click on the CLOSE DIALOGUE AND CANCEL icon to cancel

20. Click on the DELETE THE SELECTED SEARCH CRITERIA icon to delete the selected report in the List of search criteria. A message will be displayed asking if you are sure you want to delete report xx (where xx is the name of the report)? Click on the YES button to confirm or click on the NO button to cancel

21. From the main window click on the PREVIEW icon on the toolbar to display a preview of the report defined above

22. Click on the PRINT icon on the toolbar to print the report without previewing

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CCS-UK Import Consignments

1. Use the following menu path to access Import Consignments: File > CCS-UK Import Consignments...

2. The CCS-UK Air Imports window will be displayed. This window lists the consignments on the CCS-UK central database which are currently nominated to your Agent code

3. The Job Ref field in the grid will be blank if a Job has not already been created for a particular Air Waybill

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4. Double click on the Master Air Waybill in the MAWB (or HAWB or Split) column in the grid to access a specific consignment that has not already had a Job created against it

5. The CCS - UK Import Consignments window will be displayed showing the creation date, as well as an action summary indicating the status of the consignment

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Consignment Report

The same report can be printed for consignments that have had a job and declaration done against it. From within a Job click on the Consignment Detail tab, and then click on the CONSIGNMENT REPORT button and continue with the steps below:



3. Double click on the Master Air Waybill in the MAWB column in the grid to access a specific consignment that has not already had a Job created against it

4. The CCS-UK Import Consignments window will be displayed

5. Click on the CONSIGNMENT REPORT button to print a report relating to the consignment that has been selected

6. The Printing Options popup will be displayed

7. Select Print Preview view a preview of the report

8. Select Print to print the report to the default printer

9. Click on the OK button to continue with the selection entered above or click on the CANCEL button to exit

10. The report will display Consignment Details and Entry Details. Note that when a consignment doesn't have an associated declaration no Entry Details will be displayed on the report

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Interrogate CCS-UK

CCS-UK can also be interrogated from within a Job. Click on the CCSUK button on the Consignment Detail tab and continue with step 6


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5. Click on the INTERROGATE CCS-UK button to query the CCS-UK Central Inventory to check the integrity of a record for your agent code, or to check any record within the UK that will be held in the CCS-UK Inventory

6. The Interrogation of CCS-UK Central Database window will be displayed defaulting to the Consignment List tab

7. Enter SHD. This is the 3 digit shed code

8. Enter AOR. This is the Airport of Arrival

9. Enter Master Air Waybill. This is the Master Air Waybill number

10. Enter House Air Waybill if required. This is the House Air Waybill number

11. Enter Split if required. This is the split reference

12. Enter Since in the format DD/MM/YYYY. This is a specific date from when you wish to query CCS-UK

13. Click on the QUERY button to query the details entered

14. A message will be received back from CCS-UK and the status of the entry will be shown in the Display Text field in the grid

15. To view more detailed information on the entry being queried, click on the Consignment Information tab

16. To query a subsequent entry left click on the CLEAR button to clear the contents of the fields and re-enter the information as described above. To resynchronise the list with the server, right click on the CLEAR button. This will refresh the list ensuring that the most current list is displayed

17. Click on the CLOSE FORM button to close the window

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Renominate

Renominating a consignment can also be done from within a Job. Click on the RENOM button on the Consignment Detail tab and continue with step 5



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5. Click on the RENOMINATE button to renominate the consignment to a different agent. This will send a message to the airline requesting the renomination

Note: When renominating from within a Job click on the RENOM button on the Consignment Detail tab

6. The Agent Renomination Form will be displayed

7. The following fields will default from the Import Consignment:

SHD (Shed)



HAWN (House Air Waybill Number) - if applicable

SRF (Split reference) - if applicable

Current Agent Code

8. Enter Agent Code to Renominate. This is the Agent to whom the consignment is being renominated. If the Agent code is not known type a ? in this field to display a list of all possible Agent codes

9. Click on the TRANSMIT button to continue or click on the CANCEL button to exit

10. A message will be displayed asking you to please confirm that you wish to renominate this consignment to the specific Agent code. Click on the YES button to confirm or click on the NO button to cancel

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CCS-UK Import Consignment Split Maintenance

This form is used to transmit a request (to the originating shed) to split / extend existing splits / delete existing splits of a CCS-UK Inventory record

It is also used to allocate packages (that have been received) to existing splits

This can also be done from within an Import Job. On the Consignment Detail tab, click on the SPLIT MAINTENANCE button and follow the steps below

1. On the CCS-UK Import Consignments window click on the SPLIT CONSIGNMENT button

2. The CCS-UK Import Consignment Split Maintenance window will be displayed

3. The following consignment details are displayed:

Shed

AOR (Port of Arrival)

MAWP (Master Air Waybill prefix)

MAWN (Master Air Waybill number)

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HAWN (House Air Waybill number)

AOO (Airport of Origin)

AOD (Airport of Destination)


NPR (Number of packaged received)

GWt (Gross weight)

SDC Code

Carrier

Flight

Date

St2 (Status 2)

Goods Desc

4. Select the Create / Amend Splits option to send a request to split to the ERTS / TSO / Airline (this option should default to selected)


6. Two splits will automatically be created

7. SRF will default to 01

8. Enter NPX

9. GWT will automatically be calculated from the NPX and gross weight of the entire consignment. Change if required

10. UWT defaults

11. Enter Packages and Marks (Handling Details)

12. Create subsequent splits as required

13. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon.

14. Select the Allocate Packages option to request allocation of packages to splits (which can only be done when split records have physically been created by the ERTS / TSO / Airline and when NPR > 0 on the Master)


16. Enter NPR for the amount received for each split

17. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon. An R2 (Advice of Allocation of Packages to Splits) report will be sent to the ERTS / TSO / Airline

18. Click on the SPLIT CONSIGNMENT REPORT button to view the Split Consignment Request Report

19. This report shows the consignment details as well as all details of the splits created and sent to the ERTS / TSO / Airline

20. Click on the PRINT REPORT icon to print the report

21. Click on the CLOSE PREVIEW icon to close out of the report window and return to the Split Maintenance window

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Creating an Import Job - Air

Import Job / Customer Detail Tab (Air)





5. Click on the JOB button to raise a Job for this consignment.

6. A message will be displayed stating that a Job has not been raised for this consignment. Would you like to create one now? Click on the YES button to confirm or click on the NO button to cancel


8. Job Type defaults to Import

9. Job Mode defaults to Air








13. Origin will default from the Standing Data master record

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14. Destination will default from the Air Waybill. This is the three letter Airport code associated with each airport, e.g., HKG for Hong Kong








Archive State - Whilst a Job is still being processed its archive state will be set to Not Ready to Archive. Please go to the Archiving section for further information

Archive State Set On - this will be updated with the date on which the archive state was set


16. Job Costing Required defaults to checked if the User is configured for Job Costing in User Manager. If not then this field should be blank and disabled




20. The software will do the following:

0.



Note: The software has intelligent Job Build Up and if the Customer has had previous Jobs created, a popup will be displayed, showing a list of previously used consignees. Select the required Consignee by clicking on it and click on the YES button to continue

Import Consignment Detail (Air)


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2. Select Simplified Procedure by clicking on the drop down arrow if this Job is being performed under Simplified Procedures. Entering this field will enable the Frontier CPC field

3. Enter Frontier CPC. This should be a valid CPC code

4. No. of Suppl Declns will default according to the number of Supplementary Declarations completed

5. Check CFSP Finalised only when all necessary Supplementary Declarations have been made

6. All SD Reported is read only and will default to checked once all Supplementary Declarations have been reported on an FSD (Final Supplementary Declaration)

7. Under Shipper details, the Short Code and Name will default from the previous

screen. Click on the icon to expand the details of the Shipper to show the address

details, TURN, etc. Click on the icon to hide these details

8. Under Consignee details, the Short code and Name will default from the details

selected on the Job Build-Up popup. Click on the icon to expand the details of

the Consignee to show the address details, TURN, etc. Click on the icon to hide these details

Note: If this is the first job for the Customer, the Consignee details will need to be completed. This can be done in the same way as the Customer, by entering a ? for a list of already stored consignees or by adding a new Customer in the Standing Data section

9. SHD defaults from the Air Waybill. This is the shed code

10. AOR defaults from the Air Waybill. This is the Port of Arrival

11. MAWB defaults from the Air Waybill. This is the Master Air Waybill

12. HAWN defaults from the Air Waybill if a HAWB record was previously selected. This is the House Air Waybill number

13. SRF will default if a split reference record was previously selected

14. AOO will default from the Air Waybill. This is the Airport of Origin

15. AOD will default from the Air Waybill. This is the Airport of Destination

16. NPX is the Number of packages expected and will default from the Air Waybill

17. NPR is the Number of packages received and will default to 0 until such times as the cargo is received

18. GWt defaults the total gross weight of the cargo in kilograms from the Air Waybill

19. SDC defaults from the Air Waybill. This is the Shipment Description Code and is used to declare the consignment status

20. Goods Description defaults from the Air Waybill. This is the description of the goods

21. Enter CWT. This is the chargeable weight and may be different from the gross weight. This is the weight of the goods that will incur a charge

22. Flt defaults from the Air Waybill. This is the flight number

23. Date defaults from the Air Waybill

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24. Status 2 defaults from the Air Waybill. Status 2 is a withholding status

25. CCSUK Creation defaults the date and time the record was created at CCSUK

26. Agent Code defaults from the Air Waybill

27. Local Creation defaults the date and time the record was created on the ASM system

28. Action Summary will be completed with the Customs status

29. Status 1 is blank. This field will be populated when the goods become available

30. Latest Status is blank. This field will be populated when a status message is returned by Customs

31. Date is blank. This field will be populated with the date, goods location and shed when the goods become available

32. Enter Freight Curr. This is the currency in which the freight will costed, and only valid currency codes are allowed. If the code is not known, type a ? in this field to display a list of valid codes. This value will default into the first part of Box 63 on the Value Build-Up tab within the declaration

33. Enter Air Trpt. Costs [62]. This is the cost of the air transport and will default into Box 62 on the Value Build-Up tab within the declaration

34. Enter Freight Charges [63]. This is the charge for freight and will default into the second part of Box 63 on the Value Build-Up tab within the declaration

35. The following fields at the top of this screen will only be completed when a SFD (Simplified Frontier Declaration) is done on this Job:

Simplified Proc will default to CFSP

Frontier CPC will default the CPC code used on the Declaration

Nr of Suppl Declns will default once a FSD (Final Supplementary Declaration) count is done

Check CFSP Finalised to indicate that all supplementary declarations have been performed for this Job. If more declarations need to be transmitted, this checkbox should be unchecked first

All SD reported will default to checked once the FSD count is done


Declaration UCR

UCR Part No

Master UCR

Entry Type

Entry No

EPU

ICS Code

Route

Entry Date

Acceptance Date

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Finalisation Date

Total Duty

Total VAT

Total Duty & VAT

37. To continue with the required steps in this transaction, an Import Declaration needs to be completed for the Job, depending on the type of Declaration required.

0. Note: To print the Job Report click on the PRINT icon (or PREVIEW icon). The Job Report


Creating an Import Job - Maritime

Import Job / Customer Detail Tab (Maritime)

‘Multi-Modal’ refers to the ability of an Agent/Forwarder/Shipper to send consignments via a number of transport methods. For the purposes of ASM GeMS the term Multi-Modal is used to indicate ASM GeMS ability to connect to the Maritime Service providers, CNS or MCP (this will be in addition to the existing CCS-UK connection, which gives Agents the ability to complete Air and Ocean declarations, hence Multi-Modal)

‘Maritime’ is also often referred to as ‘Ocean’. Therefore if anyone refers to Ocean, Maritime or Multi-modal, for the purposes of GeMS they will be talking about the same thing

A prerequisite for creating Import Maritime Jobs is that the Maritime Gateway has been installed and configured and a Badge Code set up for either CNS or MCP.

MCP = Maritime Cargo Processing (CSP covering Maritime Ports e.g. Felixstowe and others)

CNS = Community Network Systems (CSP covering Maritime Ports e.g. Southampton and others)

Before a Job can be created, it is necessary for the Agent to claim the freight. This is a manual process that is done through self nomination by the Agent (via a web page). This has to be done to ensure that the Agent is indicated on the system as the Handling Agent but also to get the UCN which is the prime reference for all Customs clearance processes

1. Use the following menu path: File > Job...

2. The Job Maintenance window will be displayed defaulting to the Job / Customer Detail Tab

3. Click on the NEW RECORD icon to create a new Job

4. Select Job Type (Import) by clicking on the drop down arrow

5. Select Job Mode (Ocean) by clicking on the drop down arrow

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9. Enter Origin. This is the 5 character UN code of a port outside the European Union

10. Destination will default and is the 5 character UN code of a port located in the United Kingdom








Archive State - Whilst a Job is still being processed its archive state will be set to Not Ready to Archive. Please go to the Archiving section for further information



12. Job Costing Required defaults to checked if the User is configured for Job Costingin User Manager. If not then this field should be blank and disabled

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0.



Note: The software has intelligent Job Build Up and if the Customer has had previous Jobs created, a popup will be displayed, showing a list of previously used consignees. Select the required Consignee by clicking on it and click on the YES button to continue

Import Consignment Detail (Maritime)


2. Under Shipper details, the Short Code and Name will default from the previous

screen. Click on the icon will expand the details of the Shipper to show the

address details, TURN, etc. Click on the icon to hide these details

3. Under Consignee details, the Short code and Name will default from the details

selected on the Job Build-Up popup. Click on the icon will expand the details of

the Consignee to show the address details, TURN, etc. Click on the icon to hide these details


4. Inventory defaults to either MCP or CNS depending on which gateway you are configured to

5. * Enter UCN. This is the Unique Consignment Number and can be a combination of both alpha and numeric characters

6. Enter Freight Curr. This is the currency in which the freight will be costed, and only valid currency codes are allowed. If the code is not known, type a ? in this field to display a list of valid codes. This value will default into the first part of Box 63 on the Value Build-Up tab within the declaration

7. Enter Freight Charges [63]. This is the charge for freight and will default into the second part of Box 63 on the Value Build-Up tab within the declaration

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8. * Enter NPX. .This is the number of packages expected

9. Enter NPR. This is the number of packages received. This should equal the number of pieced expected

10. * Enter GWT. This is the total gross weight of the cargo in kilograms

11. Enter Volume of the goods in cubic metres (m3)

12. Enter CWT. This is the chargeable weight and may be different from the gross weight. This is the weight of the goods that will incur a charge

13. * Enter Goods Desc. This is the description of the goods

14. Enter Master B of L. This is the Master Bill of Lading

15. Departure will default from the Job / Customer Detail tab

16. Enter House B of L. This is the House Bill of Lading

17. Arrival will default from the Job / Customer Detail tab

18. Enter Vessel Name. This is the name of the vessel transporting the goods

19. HMC Status will default only when a route has been received from Customs

20. Enter Voyage No.

21. Status Date will default the date a route has been received from Customs

22. Enter Arrival Date in the format DD/MM/YYYY. This is the date the goods arrived at the port in the UK

23. Status 1 will be populated when the goods become available


Declaration UCR

UCR Part No

Master UCR

Entry Type

Entry No

EPU

ICS Code

Route

Entry Date

Acceptance Date

Finalisation Date

Total Duty

Total VAT

Total Duty & VAT


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0. Note: To print the Job Report click on the PRINT icon (or PREVIEW icon). The Job Report


ERTS Consignments

ERTS Consignment List

1. Use the following menu path: File > CCS-UK ERTS Consignments...

2. The ERTS Consignment List will be displayed

3. It is possible to search for a consignment by using the filters located in the Header. Enter any of the following:

Job Reference

Shd (Shed code)







Carr (Carrier Code)

Flt No.

Flt Date

Note: The list should dynamically filter as you type, when entering the Job Reference, MAWB and HAWB fields.



6. Include consignments finalised in last defaults to the last eight days. Click on the spinner to increase or decrease this number and click on the REFRESH FORM icon in the toolbar to update the list accordingly

7. Click on the GOODS OUT button to perform bulk Goods Out if required. The ERTS Goods Delivery Maintenance window will be displayed. This list will display every consignment that is available for delivery

8. Click on the UFO (Unidentified Freight Object) button to create an entry for an unidentified object if required. Go to the UFO section for more information

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Unidentified Freight Object

The UFO function allows a record to be created in instances of unidentified package receipt.

This is a Customs requirement for all sheds including ERTS. For example, an airline creates a record of 10 packages and removes the goods to the ERTS shed. The ERTS shed sends a driver to collect the 10 pieces. On returning the warehouse staff discovers an unmarked additional package. It is mandatory as an authorised shed to notify Customs of the unidentified package by creating a record

1. On the ERTS Consignment List, click on the UFO button

2. A message will be displayed stating that this action will create a skeleton record on the CCS-UK Inventory with a dummy Air Waybill number and zero packages. Once you have transmitted the details to CCS-UK you must then click on 'Goods In' to record the number of packages received. Do you wish to continue? Click on the YES button to continue or click on the NO button to cancel

3. The ERTS Consignment Details window will be displayed

4. Select Shed from the drop down list

5. AOR defaults from the Agent Record. This is the Airport of Arrival

6. MAWP defaults to a dummy prefix assigned to the Master Air Waybill

7. MAWN defaults to a dummy number assigned to the Master Air Waybill

8. The following fields should remain blank:




NPR (Number of packages received)

NPD (Number of packages delivered)

GWT (Gross weight)

SDC (Shipment Description Code)

Goods Description

9. Enter Carrier. This is the carrier code

10. Enter Flight. This is the flight number

11. Enter Application Reference if required


13. Click on the GOODS IN button to receive the goods

14. A system message will be displayed stating that the packages received for the consignment exceeds the number expected. It will not be possible to print a release note until this is corrected. Click on the OK button


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Creating a Basic ERTS Consignment

The ERTS Consignments is the main form that accommodates most of the ERTS functionality - Air Waybill creation, House Air Waybill creation, packages receipt, split creation, record amendments etc.


2. The ERTS Consignment List window will be displayed

3. Click on the NEW RECORD icon on the toolbar to add a new ERTS Consignment


5. Shed will default to the Agent shed code. To change the Shed and Airport select a new entry by clicking on the drop down arrow

6. AOR (Airport of receipt) will default to the airport set up for this Agent in Standing Data

7. * Enter MAWP. This is the Master Air Waybill prefix

8. * Enter MAWN. This is the Master Air Waybill number

9. * Enter AOO. This is the airport of origin and must be outside the United Kingdom

10. * Enter AOD. This is the airport of destination and must be within the United Kingdom


12. NPR (Number of packages received) will be completed when the 'Goods In' form is completed

13. * Enter GWT. This is the gross weight. The second part of this field will default the unit of measure, e.g., K for Kilogram

14. * Enter SDC. This is the Shipment Description Code and is used to declare the consignment status. The following codes can be used:

T - Total Consignment Manifested This code is used when a complete consignment is reported, i.e. where the number of packages expected according to the Air Waybill equals the number of packages actually shipped.

M - Consignment Manifested on Multiple Flights This code is used to report a shipment that has been divided for carriage, i.e. the goods covered on one Air Waybill have been manifested over two or more aircraft. Entry may only be made against the number of packages actually received. It is for this reason that consignments with this SDC are usually split for entry.

C - Community Status This code is to be used to indicate that the shipment is EC Status, arriving directly from an EC airport. These consignments do not require clearance; the ASM2000 ERTS system will generate a Release Note providing status one and two are also set.

E - EC from non-EC Airport This code is used to declare that the consignment is EC status but has been received on a flight from a non-EC airport. The use of this code signifies that a T2L, or equivalent is held by the declarent, thereby permitting immediate release.

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15. * Enter Carrier. This is the airline carrier code

16. * Enter Flight. This is the flight number on which the consignment has arrived

17. Date defaults to current date. Change if required using the format DD/MM/YYYY

18. * Enter Goods Description

19. Agt Code defaults to the current Agent. This is the nominated Agent code and can be changed if required

20. Enter St 2. Enter Y for Yes or N for No. Status Two is a withholding status. If a record does not have status two and clearance and Status one is achieved a Release note will not be produced.

21. Enter Application Reference. This is the third party reference and needs to be entered if the data interface is being utilised

22. Enter Release Note Comments if required. These notes will be printed on subsequent release notes

23. The following fields will be automatically completed:

Customs - This will be completed with the customs status and action notification

Created - this will default the time and date the record was created once it has been saved

Actioned - this will default the time and date that the record was edited, if applicable

Agt Ref - this will be completed upon return of the action notification and is dependant on whether customs has this reference entered for the Agent

Status 1 - this field is updated when the NPR (Number of packages Received) is equal to the NPX (Number of packages Expected) and will display the date and time

24. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT button to save the details and create the basic ERTS consignment

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Creating a Master and HAWBs



3. Click on the NEW RECORD button to add a new ERTS Consignment




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9. * Enter AOO. This is the airport of origin and must be outside the United Kingdom




13. * Enter GWT. This is the gross weight










19. Agent Code defaults to the current Agent. This is the nominated Agent code and can be changed if required

20. Enter St 2. Enter Y for Yes or N for No. Status 2 is a withholding status. If a record does not have status two and clearance and Status one is achieved a Release note will not be produced.


22. Enter Release Note Comments if required. These notes will be printed on subsequent release notes


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24. To add Houses to the Master Job, click on the ADD HOUSE ( ) icon located just above the Houses & Splits grid

25. * Enter HAWB. This is the House Air Waybill number

26. SRF will default only once splits have been created

27. * Enter AOO. This is the airport of origin

28. AOD defaults to the airport selected above. Change if required


30. NPR (Number of packages received) will be automatically updated when the goods are received

31. NPD (Number of packages delivered) will be automatically updated when the goods are delivered

32. * Enter GWt. This is the gross weight

33. UWt defaults to K for kilograms. Change if required

34. * Enter SDC. This is the Shipment Description code (see above for descriptions of entries)


36. Agt defaults to the current Agent. This is the nominated Agent code and can be changed if required

37. Enter St2 indicator if required in the format Y for Yes or No for No

38. Customs Action will default once a status has been received from Customs

39. Enter Appl Ref if required. This is the Agent Application Reference

40. Enter Agt Ref if required. This is the Agent Reference

41. Status 1 will default the date and time that status 1 (goods in) was set

42. Creation date will default the date and time the House Air Waybill was created

43. Split Handling Details are not applicable to this transaction

44. Enter Release Note Comments. These notes will appear on all subsequent release notes

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Note: Each HAWB is treated as a separate record and can therefore be created with different details such as Airport code, Agent code, etc.

45. To add another House, click on the ADD HOUSE icon and enter details as outlined above. Follow this procedure for each House that needs to be added

46. When all the House Jobs have been generated click on the TRANSMIT MESSAGE TO INTENDED RECIPIENT to save the record and send it to CCS-UK

0.

Receive Against Superior of Split(s)

This button is only enabled on the ERTS Consignment Details window if splits have been created

An ERTS will have created splits on a consignment on behalf of the Agent. If any packages are received, but the ERTS doesn't know to which splits these are to be allocated yet, then the ERTS would use the Receive Against Superior Split(s) functionality and receive the packages against the Master or the House Air Wayill

In this instance NPR must always be less than NPX (if all packages are received then it is clear to which splits these should be allocated)

1. Click on the RECEIVE AGAINST SUPERIOR OF SPLIT(S) on the ERTS Consignment Details window

2. The Receive Goods Against Superior of Split(s) pop up will be displayed

3. The following information will default:

MAWP - Master Air Waybill Prefix

MAWN - Master Air Waybill Number

HAWB - House Air Waybill

NPX - Number of Packages expected

4. Enter Number of Packages. NPR must always be less than NPX

5. Click on the OK button to continue or click on the CANCEL button to exit. A message will be displayed stating that this will make the total NPR for [Air Waybill number]: X pieces (where X is the number of pieces just entered). Do you wish to continue?

6. Click on the YES button to continue or click on the NO button to cancel

7. NPR on the ERTS Consignment Details window should have been updated

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ERTS Reports

ERTS Reports can also be accessed from the Reporting menu option. Use the following menu path: Reporting > ERTS Reports

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3. Either open an existing ERTS Consignment or create a new one


5. Click on the REPORT MANAGER button

6. The Consignment Options popup will be displayed. Select either Report for Master or Report for Current House / Split and click on the OK button. If there are no houses on the consignment this option will not be displayed

7. The Erts Report Options window will be displayed defaulting to the Consignment History option. This is the default because you have specified a particular record. For more generalised reports the remaining options are applicable

8. Select the required option from the list:

Unentered Goods - This report displays all consignments that have not had an entry done against them (should include basic records, splits and unsplit houses as well as all cancelled entries)

Shed defaults to Agent shed code

AOR (Airport of Receipt) defaults

Enter Earliest and Latest Creation Dates in the format DD/MM/YYYY

Customs Cleared but not Delivered - This report displays all consignments that have been customs cleared but that have no deliveries done against them (should include basic records, splits and unsplit houses as well as consignments where NPD=0 or NPD>0 but not fully delivered)



Enter Earliest and Latest Creation Dates in the format DD/MM/YYYY.

Undelivered Goods - This report displays all consignments (not necessarily customs cleared) that have had no items delivered (should include records where NPR>0 and NPR is not equal to NPD. NPD can be greater or equal to 0).




All Goods (including delivered consignments) - This report displays all consignments (or those meeting the date criteria, if entered)




Inventory List (Bond Check) - This report displays all consignments for a particular warehouse location


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Enter Warehouse Location.

Consignment History - This report gives comprehensive details of the consignment as well as details of the job and any customs records. A chronological list of actions associated with the job / consignment should be included in the report as well as details of all goods in and goods out transactions. It should also display any proof of delivery information



MAWP (Master Air Waybill Prefix) defaults the prefix of the specific consignment

MAWN (Master Air Waybill Number) defaults the number of the specific consignment

House defaults if this option was selected in the steps above

SRF (split reference) defaults if this option was selected in the steps above

Note: The defaults are dependant on whether you selected the Master or House / Split in the steps above, and where you access the form from, i.e., the Reporting Menu option or from an Import Consignment

ERTS Report per MAWB and/or Flight - This report displays the relevant consignment and flight details specified along with number of packages expected, received and/or delivered



MAWP (Master Air Waybill prefix) defaults the prefix of the specific consignment

MAWN (Master Air Waybill number) defaults the number of the specific consignment

Enter Carrier

Enter Flight No

Enter Flight Date

9. Click on the PREVIEW button to preview any of the reports before printing

10. Click on the PRINT button to print the selected report

11. Select the required report and click on the EXPORT button to export the report to another format. A popup will be displayed stating that the compilation of this data will take some time. Are you sure you want to continue? Click on the YES button to continue or the NO button to cancel. Enter the required criteria for the report (see above) and click on the ACCEPT button.

12. The Export Data window will be displayed

13. Under I want to export data to, select one of the following options:

Microsoft Excel Worksheet/Book

Comma Separated Values

Lotus 1-2-3

System Data Format

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Delimited

XML

14. Select Select file type by clicking on the drop down arrow, depending on the selection made above

15. Enter Delimiter if required

16. Click on the EXPORT TO FILE button to export the data to the file specified above

17. You will be prompted to save the file in a specific location (the default is the GeMS folder on your hard drive)

18. A message will be displayed: File successfully exported


20. Click on the CLOSE FORM icon to exit or click on the X icon in the top right hand corner. You should now be able to navigate to the location entered above and view the saved file in the format specified

21. Click on the CANCEL button to exit the ERTS reports or click on the CLOSE FORM icon

0.

Goods In

ERTS Goods In - Basic Consignment

1. Once the ERTS Consignment has been created, the goods need to be received

2. On the ERTS Consignment Details window click on the GOODS IN button

3. The ERTS Goods In window will be displayed. In the Header of this window, all the details will default from the ERTS Consignment, apart from NPR which will show 0

4. The form should default to edit mode

5. CA is the Customs Action and will be automatically entered once a customs status is received

6. Pkgs is a read-only field and will update once the number of packages has been entered in the editable Pkgs field

7. Location is a read-only field and will update once the location has been entered in the editable Location field

8. Enter Pkgs. This is the number of items received

9. Enter Location. This is the warehouse into which the items have been physically received

Note: If the Location is known, the predictive text function will automatically insert the warehouse (if this warehouse already exists in Standing Data) as you type, matching the letters keyed in with those stored in the database. If the Location is not known, type a ? into the field to access the Find popup. Select the required Warehouse by scrolling through the list and double clicking on the location

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10. Click in the Received field. This will auto-populate the field with the current date and time. Change if required

11. Click on the ADD LINE TO GOODS IN FOR CONSIGNMENT icon

12. The details will move into the Summary of Goods In frame

Note: To clear a Goods In record, select the line item and click on the DELETE SELECTED GOODS IN RECORD icon. A popup will be displayed asking you if you are sure you want to delete this summary line. Click on the YES button to confirm or click on the NO button to cancel

13. Click on the SAVE CHANGES icon to save the changes and receive the goods. NPX should now equal NPR.

14. The Release Note will automatically print when the declaration is completed

15. Click on the CLOSE FORM icon to close the form

16. On the ERTS Consignment Details window the number of packages expected should now equal the number of packages received, and the status 1 field should be updated

0.

ERTS Goods In - House Air Waybill

1. Once the ERTS Consignment with accompanying HAWBs has been created, the goods need to be received


3. The ERTS Goods In window will be displayed listing all the House Air Waybills for which goods are to be received. In the Header of this window, all the details will default from the ERTS Consignment, apart from NPR which will show 0. The first HAWB in the list defaults to selected


5. The following fields are read-only and will be updated automatically:

HAWB - House Air Waybill number

SRF - Split Reference (not applicable to this process)

NPX - Number of packages expected

NPR - Number of packages received

CA - Customs Action

Pkgs - Actual packages

Location - location within the warehouse



Note: If the Location is known, the predictive text function will automatically insert the ware house (if this warehouse already exists in Standing Data) as you type, matching the letters keyed in with those stored in the database. If the Location is not known,

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type a ? into the field to access the Find popup. Select the required Warehouse by scrolling through the list and double clicking on the location





11. Receive goods for each HAWB in this way

12. To receive all items on all HAWBs click on the RECEIVE ALL button

13. The Receive All popup will be displayed

14. Enter Location and click on the OK button to proceed or click on the CANCEL button to exit (the same rules apply for this field as outlined above)

15. Each House Air Waybill will now show the number of packages expected equal to the number of packages received, into the same location

16. Click on the SAVE CHANGES icon to save the changes and receive the goods. NPX should now equal NPR

17. Clicking on each HAWB will display the details in the Summary of Goods In frame



20. On the ERTS Consignment Details window the number of packages expected should now equal the number of packages received, and the Status 1 field should be updated

0.

ERTS Goods In - Split Basic

1. Once the ERTS Consignment with accompanying splits has been created, the goods need to be received


3. The ERTS Goods In window will be displayed listing all the splits for which goods are to be received. In the Header of this window, all the details will default from the ERTS Consignment, apart from NPR which will show 0. The first split in the list defaults to selected



HAWB - House Air Waybill number (not applicable to this process)

SRF - Split Reference

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CA - Customs Action





Note: If the Location is known, the predictive text function will automatically insert the ware house (if this warehouse already exists in Standing Data) as you type, matching the letters keyed in with those stored in the database. If the Location is not known, type a ? into the field to access the Find popup. Select the required Warehouse by scrolling through the list and double clicking on the location





11. Receive goods for each house air waybill and split in this way

12. To receive all items on all houses splits click on the RECEIVE ALL button


14. Enter Location and click on the OK button to proceed or click on the CANCEL button to exit

15. Each house and split will now show the number of packages expected equal to the number of packages received, into the same location

16. Click on the SAVE CHANGES icon to save the changes and receive the goods

17. Clicking on each split will display the details in the Summary of Goods In frame




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ERTS Goods In - Split House Air Waybill

1. Once the ERTS Consignment with accompanying houses and splits has been created, the goods need to be received


3. The ERTS Goods In window will be displayed listing all the houses and splits for which goods are to be received. In the Header of this window, all the details will default from the ERTS Consignment, apart from NPR which will show 0. The first house / split in the list defaults to selected



HAWB - House Air Waybill number (not applicable to this process)

SRF - Split Reference



CA - Customs Action





Note: If the Location is known, the predictive text function will automatically insert the ware house (if this warehouse already exists in Standing Data) as you type, matching the letters keyed in with those stored in the database. If the Location is not known, type a ? into the field to access the Find popup. Select the required Warehouse by scrolling through the list and double clicking on the location




11. Receive goods for each house and split in this way

12. To receive all items on all houses and splits click on the RECEIVE ALL button


14. Enter Location and click on the OK button to proceed or click on the CANCEL button to exit

15. Each house / split will now show the number of packages expected equal to the number of packages received, into the same location

16. Click on the SAVE CHANGES icon to save the changes and receive the goods

17. Clicking on each HAWB will display the details in the Summary of Goods In frame

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0.

Goods Out

ERTS Goods Out - Full Delivery

Once the goods have been received and the job Customs cleared, it is necessary to release the goods from the shed

Release notes will be automatically printed, but only once the following criteria have been met:

Customs status allows (goods cleared)

Some packages have been received (NPR > 0)

Status 2 is set

Note: This process can be done across more than one consignment by clicking on the GOODS OUT button on the ERTS Consignment List. This process allows for bulk Goods Out, and is done using the steps below

1. From the ERTS Consignment Details window click on the GOODS OUT button

2. The Goods Out popup will be displayed asking if you would like to create a new delivery or edit an existing one? As there has been no delivery created for this job, click on the NEW button to continue

Note: When the Goods Out has already been performed, and the Goods Out popup is displayed, click on the EXISTING button to open the existing delivery and amend if required

3. The ERTS Goods Delivery Maintenance window will be displayed

4. Available for Delivery will display the details of the Master Air Waybill (Houses and/or splits) and the line item will default to selected


6. Click on the SELECT FOR DELIVERY ( ) icon to move the item down to the Selected to deliver grid

Note: If more than one item appears in the Available for Delivery grid (i.e., houses and splits) it is possible to select all the items for delivery by clicking on the SELECT ALL FOR DELIVERY icon. This will move every item into the Selected to deliver grid

7. NPD defaults to the number of packages indicated as received and can be changed if required

8. Despatched defaults to the date and time the Goods Out was performed. This field is read-only

9. Under Proof of Delivery, enter the following optional details:

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Name - Name of the person collecting the goods

ID - the Identity number of the person collecting the goods

Company - the company they work for

Vehicle Reg - the registration number of the vehicle

Coll Note - the collection note number

10. Click on the ADD COMMENTS icon ( ) to add any extra information if required. Once the comment have been added click on the BACK button to return to the Proof of Delivery details. To indicate that comments have been added the icon now

displays a red exclamation mark ( )

11. Click on the SAVE CHANGES icon to save the delivery

12. A message will be displayed stating that the delivery contains entries that require a release note printing. Continuing will print relevant release notes. Continue? Click on the YES button to continue or click on the NO button to cancel

13. The ERTS Goods Delivery Maintenance window should now be cleared of any line items. To view this delivery, click on the EXISTING button on the Goods Out pop-up

Note: Clicking on the REMOVE FROM SELECTED LIST icon will remove one selected item from the Selected to deliver grid back into the Available for Delivery grid. Clicking on the REMOVE ALL FROM SELECTED LIST icon will remove all items from the Selected to deliver grid back into the Available for Delivery grid

14. The NPD field should now be updated on the ERTS Consignment Details window, with the number of packages delivered

0.

ERTS Goods Out - Partial Delivery

1. From the ERTS Consignment Details window click on the GOODS OUT button

2. The Goods Out popup will be displayed asking if you would like to create a new delivery or edit an existing one? As there has been no delivery created for this job, click on the NEW button to continue

Note: When the Goods Out has already been performed, and the Goods Out popup is displayed, click on the EXISTING button to open the existing delivery and amend if required

3. The ERTS Goods Delivery Maintenance window will be displayed

4. Available for Delivery will display the details of the Master Air Waybill (Houses and/or splits) and the line item will default to selected


6. Click on the SELECT FOR DELIVERY ( ) icon to move the item down to the Selected to deliver grid

7. NPD defaults to the number of packages indicated as received. This should be less than the NPR (Number of Packages Received) field as this is a partial delivery

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8. Despatched defaults to the date and time the Goods Out was performed. This field is read-only

9. Under Proof of Delivery, enter the following optional details:






10. Click on the ADD COMMENTS icon ( ) to add any extra information if required. Once the comment have been added click on the BACK button to return to the Proof of Delivery details. To indicate that comments have been added the icon now

displays a red exclamation mark ( )

11. Click on the SAVE CHANGES icon to save the delivery

12. A message will be displayed stating that the delivery contains entries that require a release note printing. Continuing will print relevant release notes. Continue? Click on the YES button to continue or click on the NO button to cancel

13. The remaining items awaiting delivery will appear in the Available for Delivery grid

14. To deliver the balance of the goods, click on the ENTER EDIT MODE icon

15. Click on the SELECT FOR DELIVERY icon to move the line item into the Selected to deliver grid

16. NPD should default the balance of items awaiting delivery. Change if required to create another partial delivery or else deliver the remainder of the goods

17. Enter Proof of Delivery details as outlined above, if required


19. A message will be displayed stating that the delivery contains entries that require a release note printing. continuing will print relevant release notes. Continue? Click on the YES button to continue or click on the NO button to cancel

20. Both grids should now be empty as there are no further items awaiting delivery

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ERTS Goods Out - Existing Deliveries / Release Notes

1. On the ERTS Consignment Details window, click on the GOODS OUT button

2. A pop-up will be displayed asking if you wish to create a new delivery or edit an existing one? Click on the EXISTING button

3. The ERTS Goods Delivery Maintenance window will be displayed, showing the delivery(s) made on this consignment

4. Enter Proof of Delivery details if required


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5. To reprint a Release Note, select the line item in the Selected to deliver grid and click on the PRINT icon

6. A message will be displayed asking if you are sure you wish to reprint release note x (where x is the Release Note number)? Click on the YES button to confirm or the NO button to cancel

7. The Release Note will print, displaying Reprint in the top right hand corner

0.

Resend FRC

1. Once the record (Basic or Master and House) has been transmitted it is possible to resend a consignment amendment message to Customs if the record has been changed

2. Click on the RETRANSMIT button to send an updated CUSCARFRC

3. A pop up will be displayed asking you to select whether you would like to resend the FRC for the Master or resend the FRC for the current House / Split

Note: If the record does not contain Houses or Splits then the message displayed will ask you to please confirm that you wish to re-send this record (FRC). Click on the YES button to confirm or click on the NO button to cancel

4. Choose the required option and click on the OK button to continue. Click on the CANCEL button to exit if required

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ERTS Inter-Shed Removal

An Inter-shed Removal allows consignments to move between Customs approved Transit sheds prior to Customs Clearance

Because this functionality can also be used as part of Fallback, it can be accessed from the Fallback menu. In this instance none of the fields will be populated and should be entered.

Use the menu path: Fallback > Inter-Shed Removal

If you enter a Master Air Waybill that does not exist you will receive a system message stating that the Air Waybill number has failed the "Check Digit" validation. The record first needs to be created and exist on the GeMS database before an inter-shed removal can be performed

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3. Either open an existing ERTS Consignment or create a new one


5. Click on the ISR (Inter Shed Removal) button

6. The Inter-Shed Removal window will be displayed

7. The following details will default if relevant to the consignment being moved (or should be entered if accessed from the Fallback menu option)

Shed

AOR (Airport of Receipt)

MAWP (Master Air Waybill Prefix)

MAWN (Master Air Waybill Number)

House

SRF (Split reference)


8. Enter New Shed. This is the 3 digit shed code


10. The Customs Status column on the ERTS Consignment List will show OK to transfer to shed and an outgoing message will be displayed in the Action Log.

Note: Status 1 (goods received) needs to be set before an inter-shed removal can be done successfully

0.

Adding Job Notes

1. Once the record (Basic or Master and House) has been transmitted it is possible to add specific Job Notes to a record

2. From the ERTS Consignment Details window click on the JOB NOTES button, or

click on the MASTER JOB NOTES icon ( ) located above the House & Splits grid, depending on whether you want to add a note to the Master or to specific Houses / Splits

3. The Notes window will be displayed


5. A popup will be displayed asking you if you would like to add a note. Click on the YES button to continue or click on the NO button to cancel

6. Check the Alert checkbox if important notes are to be added here. This will flag the consignment with an Alert icon. In the event of any changes being made to this consignment, the flag will alert the person making the changes to read this note before proceeding

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7. Enter the notes in the text field in the bottom part of the window

8. Click on the ADD NOTE icon to add the line item. If Alert has been checked then an alert icon will be displayed in the Alert column. The date and time on which the note was created will be displayed, as well as the note itself

9. Continue adding notes as required, and marking them as Alerts if applicable

10. To delete a line item select the item and click on the DELETE NOTE icon

Note: It is possible to change the formatting of the Notes text. Select a different font by clicking on the drop down arrow and selecting from the list provided. Select a font size by clicking on the drop down arrow. Click on the B icon to make the text bold. Click on the I icon to make the text italic. To change the colour of the text click on the CHANGE FONT COLOUR icon and select a colour from the grid

11. Click on the SAVE CHANGES icon to save the job note

12. Click on the CLOSE FORM icon to close the form and return to the ERTS Consignment Details window

Note: When a Note has been added to a consignment, the MASTER JOB NOTES icon is

visible ( ), indicating by way of the Alerts icon if an alert has been added 0.

Creating an ERTS Job

1. Once the record (Basic or Master and House) has been transmitted and any Houses or Splits added to it, it is possible to create a Job for the Master or the House (if applicable)

2. On the ERTS Consignment Details window click on the OPEN JOB button

Note: If there are any houses or splits on the master, a popup will be displayed asking if you would like to open the Master job or open the Current House / Split Job. Select the required option and click on the OK button to continue

3. The Generate ERTS Job window will be displayed

4. Job Type defaults to Imports

5. Job Mode defaults to Air

6. * Enter Job Ref if required. This is the Job's unique reference number. Leave this field blank if you would like the number to be automatically generated by GeMS. For automatic allocation, set this up in the GeMS User Manager, Job References configuration

7. SHD (Shed) defaults to the Agent's shed code

8. AOR (Port of Arrival) defaults from the ERTS consignment

9. MAWB (Master Air Waybill) defaults from the ERTS consignment

10. HAWN (House Air Waybill Number) will default if a job is being created for a particular House

11. SRF (Split Reference) will default if a job is being created for a particular split

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12. * Enter Short Code (under Customer Details)

If the Short Code is known, the predictive text function will automatically insert the Customer's name (if this Customer already exists in the data base) as you type, matching the letters keyed in with those stored in the database


If the Customer is a new Customer, enter the required Short Code. A popup will be displayed asking you if you would like to add this Customer to the Client list. Click on the YES button to add it to the Client list and follow the steps outlined in the Adding a new Customer form a Job section of this help

13. Origin defaults from the ERTS Consignment

14. Destination defaults from the ERTS Consignment


16. The software will do the following:



17. The Job Maintenance window will be displayed defaulting to the Job / Customer Detail tab with all relevant details completed in the form

18. Click on the Consignment Detail tab and continue processing the declaration (See the section on Processing Import Declarations for further information)

0.

Splits

Splitting a Basic ERTS Consignment

1. Once the Basic record has been transmitted it is possible to create a split record

2. Click on the SPLITS button on the ERTS Consignment Details window

3. The CCS-UK Split Consignment Maintenance window will be displayed

4. Click on the NEW RECORD icon on the toolbar to add splits. Two splits will automatically be created, with blank details. The first split will default into the bottom row where information can be entered

5. SRF will default to 01, being the first in the sequence. 02 will be the second and so on


7. Enter GWT. This is the gross weight

8. UWT (unit of weight) defaults to K for kilograms. This can be changed if required

9. SDC defaults to the Shipment Description Code indicated on the Master

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10. St2 defaults to the same entry specified on the Master. Status 2 is a withholding status. If a record does not have Status 2 and clearance and Status 1 is achieved a Release not will not be produced

11. Enter Packages and Marks (Handling Detail). This is the split reference package marks used to identify the split

12. Select the second split in the grid and enter the details in the fields located at the bottom of the window,as outlined above.

13. If more than two splits are required, continue adding splits by clicking on the NEW RECORD icon. Ensure that the details have been added into the grid before clicking on the NEW RECORD icon. This can be done by tabbing out of the Packages and Marks field once entered

Note: The NPX column is automatically completed with the balance when the second and subsequent splits are created - this value can be overwritten. For example, a record has 10 packages, the first split is created for 3 packages, when the next split is created the value is automatically written as 7 (the balance). This figure can be replaced and subsequent splits (which can also be overwritten) will calculate accordingly.

14. When all splits are complete click the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT button , this will save the record and send the information to CCS-UK

15. The splits will then be displayed on the ERTS Consignment Details window in the Houses & Splits grid

0.

Splitting a HAWB

1. Once the HAWB has been created and the information transmitted click on the HAWB in the Houses & Splits grid that is to be split

2. Click on the SPLITS button on the ERTS Consignment window

3. The CCS-UK ERTS Split Consignment window will be displayed, indicating the relevant HAWB

4. Click on the NEW RECORD icon to add splits. Two splits will automatically be created, with blank details. The first split will default into the bottom row where information can be entered

5. Select the first split in the grid and enter the following details in the fields located at the bottom of the window

6. SRF will default to 01, being the first in the sequence. 02 will be the second and so on


8. Enter GWT. This is the gross weight

9. UWT (unit of weight) defaults to K for kilograms. This can be changed if required

10. SDC defaults to the Shipment Description Code specified on the House

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11. St2 defaults the same entry as specified on the House. Status 2is a withholding status. If a record does not have Status 2and clearance and Status 1is achieved a Release note will not be produced

12. Enter SRF PKG Marks. This is the split reference package marks used to identify the split

13. Select the second split in the grid and enter the details in the fields located at the bottom of the window.

14. If more than two splits are required, continue adding splits by clicking on the NEW RECORD icon. Ensure that the details have been added into the grid before clicking on the NEW RECORD icon. This can be done by tabbing out of the Packages and Marks field once entered

Note: The NPX column is automatically completed with the balance when the second and subsequent splits are created - this value can be overwritten. For example, a record has 10 packages, the first split is created for 3 packages, when the next split is created the value is automatically written as 7 (the balance). This figure can be replaced and subsequent splits (which can also be overwritten) will calculate accordingly.

15. When all splits are complete click the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT button , this will save the record and send the information to CCS-UK

16. The splits will then be displayed under the HAWB on the ERTS Consignment Details window

0.

Creating a Non-Inventory Linked Import Job

Non-Inventory Linked Job / Customer Detail

1. Use the following menu path: File > Job...


3. Click on the NEW RECORD icon to create a new Job

4. Job Type defaults to Export. Click on the drop down arrow and select Import

5. Job Mode defaults to Air. Do not change




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8. The Customer details (as entered in the Standing Data master record) will default into this form.

9. * Enter Origin. This is the three letter Airport code associated with each airport, e.g., HKG for Hong Kong. If you do not know the Origin airport code, type a ? in the Origin field and a list of IATA Airport Codes will be displayed. Select the required code by double clicking on it

10. Destination will default from the Standing Data master record






Completed On - will be updated with the current date as soon as the Job is in an archiveable state

Completed By - will be updated with the User name as soon as the Job is in an archiveable state

Archive State - Whilst a Job is being processed its archive state will be set to Not Ready to Archive. Please go to the Archiving section for further information (this can be found in the help section of the Data Archiving Application)




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A system message will be displayed asking if you are sure you want to create a Non-Inventory Linked Import Job? This job will not be linked to a CCS-UK Inventory Record. If you would rather to create an Inventory Linked Job do so from the CCS-UK Consignment List form. Click on the YES button to continue or click on the NO button to cancel

Note: The software has intelligent Job Build Up and if the Customer has had previous Jobs created, a popup will be displayed showing a list of previously used consignees. Select the required Consignee by clicking on it and click on the YES button to continue

Non-Inventory Linked Consignment Detail


2. Under Shipper details, the Short Code and Name will default from the previous screen

3. Under Consignee details, the Short code and Name will default from the details selected on the Job Build-Up popup


4. AOO (Airport of Origin) defaults from the Job

5. AOD (Airport of Destination) defaults from the Job

6. * Enter NOP. This is the number of packages

7. * Enter GWt. This is the gross weight expected, in kilograms (kg)

8. Enter Goods Description

9. Agent Code defaults

10. Action Summary will be automatically updated when the declaration has been completed and a route is given by Customs

11. Latest Status will be automatically updated when the declaration has been completed and a route is given by Customs

12. Date will be automatically updated with the date, goods location and shed when the goods are received

13. Click on the SAVE CHANGES icon to save the Job


Declaration UCR

UCR Part No

Master UCR

Entry Type

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Entry No

EPU

ICS Code

Route

Entry Date

Acceptance Date

Finalisation Date

Total Duty

Total VAT

Total Duty & VAT


Note: Clicking on the icon will expand the details of the Shipper or Consignee to show

the address details, TURN, etc. Click on the icon to hide these details. Note: To print the Job Report click on the PRINT icon (or PREVIEW icon). The Job Report


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Associate Invoice

Use this form to associate one or more Commercial Invoices to a Job

This form can also be used to dissociate items from a Job

This can be done for Imports or Exports

1. Click on the C.INV button on the Consignment Detail tab from within a Job

2. The Associate Invoice window will be displayed

3. The Commercial Invoices grid (top grid) will list all Commercial Invoices that match the Shipper and Consignee on the Job

4. It is possible to filter the list of invoices by completing the fields at the top of the screen:

Invoice No

Buyer

Seller

5. Click on the CLEAR FILTER button on return the list to its default state

6. To view invoice items on a Commercial Invoice, select the invoice in the Commercial Invoices grid at the top. The details will appear in the Available Invoice Items grid, displaying the following details:

Assoc - Quantity associated

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Product Code

Description

Qty - Amount on Commercial invoice

Available - Amount available to associate to a Job

7. Click on the ENTER EDIT MODE icon to manipulate the form

8. Check the box to assign all available quantities, if required. The Assoc column should now contain the same amount as the Quantity column

9. It is possible to manually enter an amount in the Assoc column as there will be instances where only partial quantities from a particular invoice are being associated

10. To automatically allocate all items and all quantities on the Commercial Invoice to the Job

Click on the AUTO ALLOCATE INVOICE LINES icon. All items (and full quantities) should now appear in the Associated Invoice Items grid

11. To associate all invoice items (lines) with less than the full quantity

Click on the ASSOCIATE ALL LINES icon. All items (with possibly less that the full quantity) should now appear in the Associated Invoice Items grid

12. To associate a single line only (with partial or full quantity)

Select the required line item and click on the ASSOCIATE LINE icon. The single line should now appear in the Associated Invoice Items grid

13. Job Ref. will default the Job Reference

14. The Associated Invoice Items grid will now be populated with all associated items. This could be from more than one Commercial Invoice

15. Any unallocated items will still be available in the Available Invoice Items grid

16. To unallocate a single invoice item

Select the required line item and click on the DISSOCIATE LINE icon. The Available column should be increased with the amount that has been dissociated from the Job

17. To unallocate all items

Click on the DISSOCIATE ALL LINES icon. The Available column should be increased with the amount that has been dissociated from the Job

Note: If you only need to dissociate part of the quantity, you need to dissociate the entire amount and then re-associate it

18. Click on the SAVE CHANGES icon to save the record

19. Associating items to a Job will result in these items appearing on the Worksheet within the declaration. Click here for more information

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Adding Charges on a Job

Job Costing

Use this functionality to maintain details of costs and sales items applicable to individual jobs

A Job Costing Profile needs to be set up for the Agency and the User needs to be configured for Job Costing (within User Manager)

1. Open an Import or Export Job. The focus should be on the Job / Customer Detail tab

2. Job Costing Required should default to checked if the User has been configured for Job Costing

3. Enter Cost Centre if it has not defaulted. This field will default if the Cost Centre has been specified in the User record within User Manager, when initially creating the Job. This field will also be mandatory if this has been set up as a requirement within the Job Costing Profile within User Manager, when first creating the Job.

4. Click on the JOB COSTING button (you will need to be out of Edit mode for this button to be enabled, so if any changes have been made to the Job, you will need to save it first and then click on this button)

5. If Customs Duty and VAT have been calculated on the Declaration, and/or if there is a Deferment Advancement Fee, you will receive a message stating that there is/are outstanding Customs/Duty Charge(s), would you like the record(s) to be generated automatically? Click on the YES button to generate these records automatically or click on the NO button to continue (these charges will then need to be added manually)

6. The Job Costing window will be displayed

Note: If you clicked on the YES button to automatically add records for Customs/Duty, when this screen is first displayed, there should be at least 2 records; one for VAT and one for Duty. There could also potentially be a third record for a Deferment Advancement fee, if this has been specified for either the Agent (in the Job Costing Profile) or the Customer (in Standing Data)


8. Enter Charge Code. This needs to be a valid charge code set up in Standing Data. Either type the code into this field or type a ? to display a list of valid Charge Codes

9. Under Accrual/Cost, enter Supplier. This needs to be a valid Supplier set up in Standing Data. Either type the Supplier shortcode into this field or type a ? to display a list of valid Suppliers


11. Enter Inv amt. This is the estimated (accrued) amount for the service being charged and can take a total of 8 digits, including 2 decimal places, e.g., 123456.78



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14. Actual Currency, Inv amt, Exch rate and Net amt will default only once the job charges have been reconciled against the Supplier Invoice

15. Invoice No will default only once the Supplier Invoice has been created and this job charge reconciled against it. The date will default the creation date of the Supplier Invoice

16. Variance defaults only once this job charge has been reconciled against a Supplier Invoice and if there is a difference between the actual and accrued amount. This amount will be displayed as a percentage. If this is greater than 0 then this amount will display in red

17. Enter Ref if required

18. Under Sale, enter Invoicee. This needs to be a valid Client. Either type in the Client shortcode or type a ? to display a list of valid Clients




22. Invoice No defaults the Sales Invoice number as well as the date and time the Sales Invoice was created

23. Created defaults the date, time and User who created the Job Charges

24. Last Modified defaults the date, time and User who modified the Job Charges

25. Allow accruals in foreign currency will only default to checked if the Charge Code has been set up in Standing Data to do so. If this has not been set up the field will default to blank and read only

26. Include Profit/Loss Calculations will only default to checked if the Charge Code has been set up in Standing Data to do so. If this has not been set up for the field will default to blank and read only

27. Click on the SAVE CHANGES icon to save the Job Charges

28. As charges are added, the running totals at the top of the window will be updated

29. o/s Accruals defaults the total of outstanding accruals for this Job

30. Actual Costs defaults the actual costs that have been reconciled against a Supplier Invoice

31. Total defaults the sum of o/s accruals and actual costs

32. Sales will default the sum of net sales amounts, if the associated Charge Code has been configured to include profit and loss

33. Profit/Loss defaults to the sum of sales - (actual costs + o/s accruals). If the result of this calculation is less than zero then the font colour will be red

34. When this form is not in edit mode the VIEW ( ) icon will be visible. This allows the user to view details of the Supplier, Invoicee, the Supplier Invoice and the Sales Invoice all from this form

35. When a Sales Invoice has been raised but not printed, the Invoice to and Sale column in the grid will be red

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36. When a Job Charge has been reconciled against a Supplier Invoice, the Supplier and Accr/Cost column in the grid will be blue

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Sales Invoice Maintenance

1. Click on the NEW SALES INVOICE button on the Job Costing window once all Job Charges have been added

2. The Sales Invoice Maintenance window will be displayed

3. The behaviour of this form depends on which scenario is true:

Where all records have a blank Invoice to field on the Job Costing form

The Invoice To, Account code and Name should reflect the Client used in the Job.



In the list of Job Charge records on the Sales Invoice window, the Include checkbox should be checked for all records that match the Client, and unchecked for all records that were blank

Where some records have a blank Invoice to field

The Invoice To, Account code and Name should reflect the Client of any of the Job Charge records that have this field filled in



In the list of Job Charge records on the Sales Invoice window, the Include checkbox should be checked for all records

Where more than one record has been used in the Invoice to field

The Select an Option popup will be displayed from which the correct Client can be chosen. Click on the SELECT button to select the required Client or click on the CANCEL button to cancel. After selecting the correct Client, the Invoice To, Account Code and Name should reflect those of the Client chosen



The list of Job Charge records should then only display those for which the Client matches this choice or for which the Client is blank

4. Enter Invoice Currency. Either type in a Currency Code or type in a ? to display a list of valid Currency codes. The list of Job Charge records will refresh to only display those for which the Sale Currency equals the currency code input here

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5. Invoice Nr. is read only and blank. This number will be system generated once the Invoice has been saved

6. Printed is read only and blank and will default the date and time once the invoice has been printed

7. Tax point defaults to the current date only if it is within the month indicated by the Invoice Period specified in the Job Costing Profile in User Manager. Otherwise this will default to the last day of the month indicate by the Invoice Period in the Job Costing Profile

8. Click on the CHECK ALL CHARGE RECORDS icon if all Charge records are to be included on the Sales Invoice. Click on the UN-CHECK ALL CHARGE RECORDS if all Charge records are to be deselected

9. NET will default the sum of Sale Net amounts for all Charge records where the Include checkbox is checked

10. VAT will default the sum of the VAT due for each Charge record where the Include checkbox is checked (the VAT will be calculated for each Charge record first and then totalled)

11. Total will default the sum of the calculated amounts displayed in the NET and VAT fields

12. Enter Other Information (to print on invoice) if required

13. Invoice completed defaults to blank. This field will only be enabled if the User has rights to authorise the completion of a Sales Invoice

14. Authorised defaults to blank and only become enabled once the Invoice completed box has been checked. Only Users with sufficient rights to authorise invoices will be able to check this box

15. Batch for printing later defaults to blank and will only become enabled once the Authorised box has been checked. Select this option if the Sales Invoice is not to be printed now but batched for printing at a later stage (See Batch Sales Invoice Printing)

16. Print now defaults to selected and will only become enabled once the Authorised box has been checked. Click on the PRINT icon. A message will be displayed stating that if you print this invoice, you will not be able to alter the invoice or the associated charge records in the future. Are you sure you want to print this invoice? Click on the YES button to continue or click on the NO button to cancel. The Print Sales Invoice popup will be displayed, where you can select the Output type (Paper, PDF or Tiff/Fax) and the Printer as well as the Number of Copies. Click on the PRINT button

17. The Sales Invoice record will be saved and the Invoice printed

18. The Invoice Nr. field should now be populated with the system generated Invoice number

19. The Printed field should now be populated with the date and time the Sales Invoice was printed

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Processing Import Declarations

Import Simplified Procedures and Normal (non-Simplified) Procedures

When goods are imported into the UK it is the responsibility of the importer or agent to declare them to customs

Goods can only be presented to Customs when they have physically arrived at the place of unloading

The most common declaration is a Single Administrative Document (SAD) - an electronic equivalent of the paper C88

Simplified Procedures allow for a simple declaration once the goods have landed at the port (SFD) followed by Supplementary Declaration when the goods have arrived at their final destination. Agents need specific permission from Customs to be able to perform Simple and Supplementary declarations

The benefits of using CFSP (Customs Freight Simplified Procedures) are:

Certainty of clearance of the goods at the Airport. Aside from Anti-smuggling and Health checks CFSP frontier declarations are not subject to any Customs delay.

Flexibility of procedure. Once the goods have been entered into the CFSP subsequently when clearing the goods the CFSP trader can use normal entry and warehouse procedures to suit the needs of their business .

Cash flow advantages, including selecting the date of any tax points and therefore accounting periods.

CFSP takes three basic steps:

Step 1 Frontier Declaration: This can be an abbreviated SAD or CCR depending on the CPC. This will allow removal of the goods and place the onus on the CFSP trader to ultimately clear the consignment. When the CFSP Frontier declaration achieves clearance the CFSP Base Date is achieved.

Step 2 CFSP Supplementary declaration: The consignment must be entered by the fourth day of the month following the Base Date. For example if the CFSP frontier declaration achieved a base date on the 12th June, the supplementary declaration must be entered by the 4th July.

Step 3 CFSP Final Supplementary Declaration: Every month the CFSP trader must declare the amount of CFSP declarations that were due/made for the monthly period. For example if 2 Frontier declarations were made in June and the base date was achieved, then 2 supplementary declarations would be due by the 4th July.

The Declaration options can be accessed by clicking on the following buttons located in the right hand frame of the Consignment Detail tab




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TSR - Transhipment Removal






Renominate

Renominating a consignment can also be done from within a Job. Click on the RENOM button on the Consignment Detail tab and continue with step 5





5. Click on the RENOMINATE button to renominate the consignment to a different agent. This will send a message to the airline requesting the renomination

Note: When renominating from within a Job click on the RENOM button on the Consignment Detail tab

6. The Agent Renomination Form will be displayed

7. The following fields will default from the Import Consignment:

SHD (Shed)



HAWN (House Air Waybill Number) - if applicable

SRF (Split reference) - if applicable

Current Agent Code

8. Enter Agent Code to Renominate. This is the Agent to whom the consignment is being renominated. If the Agent code is not known type a ? in this field to display a list of all possible Agent codes

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9. Click on the TRANSMIT button to continue or click on the CANCEL button to exit

10. A message will be displayed asking you to please confirm that you wish to renominate this consignment to the specific Agent code. Click on the YES button to confirm or click on the NO button to cancel

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Header Tab (SAD)

The Single Administrative Document (SAD) is a full declaration and allows for every type of import declaration

The SAD does not require a follow-up declaration


Important: All declarations constitute a legal declaration to HM Customs and Excise. The following text is only a guide. All fields displayed on GeMS declaration forms are fully described in the HM Customs tariff (Volume 3 part 3 Imports). Please refer to the tariff for further information.

1. On the Consignment Detail tab click on the SAD button to load the Declaration

2. The SAD Declaration window will be displayed defaulting to the Header tab

3. Decln UCR (44) defaults. This is the Declaration Unique Consignment Reference and includes the Job Reference. The second part of this field is the Declaration UCR Part No. Enter 4 alpha numeric characters if required

4. Decl type (01) defaults to IM for Imports. Do not change

5. Cnsgr (02) will default from the Job. This is the Consignor’s TURN or VAT number. Click on the drop down arrow to view the Consignor's address details

Note: Where applicable CLIENT NOTES icons will be displayed for the Consignor or Consignee. This means that important comments have been made and should be viewed upon entering the declaration. Click on the CLIENT NOTES icon

6. Pkgs (06) will default from the Job. This is the number of packages (items) and is read-only

7. Ref (07) will default as the same number as the Job Reference. This can be changed if required and is the Trader’s own reference

8. Consignee (08) will default from the Job. This is the Consignee’s TURN or VAT number. Click on the drop down arrow to view the Consignee's address details

9. Enter GVS (12) if required. This is the General Valuation Status and provides information about the kind of valuation declaration being made. Click on the CARDEX icon to select previously entered information for this specific client


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11. * Enter Disp Ctry (15a). This is the country of dispatch. Enter Y in the second part of the field if a Front End Credibility check is required. If not then leave blank

12. The Cntr Ind (19) defaults to 0 which denotes goods not imported in a container. Change to 1 if the goods are imported in a container, by clicking on the drop down arrow

13. * Enter Invoice (22), this is the currency in the first part of the field and the invoice amount in the second part of the field

14. Arrival Ind (21) defaults to Y. This is the goods arrival indicator and indicates that the goods are at a Customs known location. The second part of the field defaults the country code for the actual means of transport. Enter Y in the third part of this field if a Front End Credibility checkis required. If not then leave blank

15. Trpt Mode (25) defaults to 40 for air transport. This is the mode of transport at the border and can be changed if required, by clicking on the drop down arrow


17. Place of Unldg (27) defaults the code for the place where the goods first arrived in the UK

18. Enter Goods Locn (30) if required. This is the location where the goods will be available for examination. The second part of this field defaults the shed code

19. Select Deferment (48) by clicking on the drop down arrow, if required. This is when duty and tax payment or VAT are deferred to the Consignee or Declarant's account. If this is entered the second part of this field will default the Deferment Account Number

20. Inventory Consignment Ref. (40) defaults. This is the reference of the Import Consignment received from CCS-UK

21. Enter GC Turn (44) by clicking on the CARDEX icon to select previously entered information for this client, or enter manually if required. This is the TURN number of the Government contractor

22. Enter Reg. Consignee (44) by clicking on the CARDEX icon to select previously entered information for this client, or enter manually if required. This field only needs to be completed if VAT is being paid for the goods on behalf of a registered Consignee


24. Enter Grs Mass (44) if required. This is the gross mass of the consignment if the freight charges are to be apportioned by mass

25. Enter Warehouse ID (49) by clicking on the CARDEX icon to select previously entered information for this client, or enter manually if required. Select Warehouse Type in the first part of this field by clicking on the drop down arrow. The second part of this field is the code of the warehouse to which the goods are to be removed

26. Reports defaults to B and cannot be changed. This means that all reports will be produced

27. Enter IB Reg No (C9) if required. This is the Intervention Board registration number and relates to specific licensing information

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28. Rte F Rqd (Route F Required?) defaults to N for No. Change to Y for Yes if required by clicking on the drop down arrow. This is a front end credibility check and when set to Y, requires validation on certain fields and will not be cleared by Customs until this check has been performed

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Value Build-up (SAD)

1. Click on the Value Build-up tab

2. Enter 1 in Freight Apportionment Indicator (64) if the charges are to be apportioned according to the weight of the goods in which case the Grs Mass field on the Header tab should be entered as well. If not applicable enter 0 or leave blank

3. Enter Airport of Loading (61) only if an Invoice amount has not been entered on the Header tab. This is when a deduction of air transport costs is being claimed for goods arriving in the UK via a non EEC airport

4. Enter Air Trpt Costs (62) only if Airport of Loading (above) has been entered. This is the charges relating to the air transport of the goods which represent freight charges only

Note: For the following fields, two entries need to be made; one showing the currency of the value being entered under Currency; and one under Amount showing the actual amount being entered

5. Enter AWB / Freight Charges (63). This is the Air Waybill or Freight Charges which have not been included in the Invoice amount on the Header tab

6. Enter Allowable Discount (65). This is used to declare an allowable cash discount from the total invoice price. This can be entered as either an amount or a percentage

7. Enter Insurance (66) to indicate the amount being paid to cover the transport of the goods

8. Enter Other Charges / Deductions (67) if required

9. Enter Adjustment for VAT Value (68) if required

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Items Tab (SAD)



3. Pkgs & Marks (31) should default from the Commodity Code. This is the item description

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4. * Enter Orig Cntry (34). This is the country of origin

5. Enter Grs Mass (35) if required. This field only needs to be completed if the goods are imported from a customs warehouse and if the Gross Mass field was entered on the Header tab. This is the gross mass in kilograms and includes packaging

6. * Enter Preference (36). This is a 3 digit code that indicates whether a reduction or relief from import duty applies



9. Enter Quota (39) if required. This is the restricted amount allowed for reduced import duty

10. Enter Suppl units (41) if required. This is the number of units if more than one unit of quantity is shown against the commodity code. Enter Y in the second part of this field if a Front End Credibility check is required. If not then leave blank

11. * Enter Item Price (42). This is invoice price and should be in the same currency as the invoice amount entered on the Header tab

12. Select Val Method (43) by clicking on the drop down arrow if this is to be used to calculate the value for Customs Duty

13. Select Val Adjustment (45) by clicking on the drop down arrow, if required. This is the valuation adjustment. Enter Item Value Adjustment in the second part of the field

14. Enter Stat Curr (46) if required. This is the statistical value

15. LI defaults. This is the licence identifier

16. Enter IR if required. This is the Item Request Identifier and is completed when a trader wishes HMCE to take action on a supplied document. Completion of this field will always generate a Route 1 (documentary check) on the export declaration

17. Enter LCO Scheme (44) by clicking on the CARDEX icon to select previously entered information for this client or manually enter these details if required




Enter Yr. This is the 2 digit year of authorisation for a Local Control Office

18. Enter CT if required. This is the Community Transit Identifier and is the system by which Customs determines whether the goods are in free circulation or not

19. Enter DT if required. This is the Document Identifier and refers to the types of documents that can be requested with this declaration. Up to 4 document requests can be entered. This information needs to already exist in Standing Data

20. Enter Q3 if required. This is the 3rd quantity whose units are required by the commodity code, and is used to calculate the revenue

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21. Enter RS if required. This is the Reason for Security

22. * Under Tax Lines (47) click on the ADD NEW EMPTY TAX LINE icon:

* Enter Type. This identifies the category of revenue being declared


* Enter Rate. This indicates information about the tax or duty being applied


* Select MoP by clicking on the drop down arrow. This is the method of payment



Click on the ADD TAX LINE FOR 813 AND 111 TAX TYPES icon to insert the most commonly used tax information, if required

23. Enter Miscellaneous Text (44) if required. This could include references to of any documents produced in support of the declaration. Click on the LCO button to insert details of the Local Customs Office into the Miscellaneous Text field

24. Under Licence Details (44) click on the CARDEX icon to select previously entered information for this client or to manually add details by clicking on the ADD NEW LICENCE DETAIL LINE icon only if additional licence details are required on this declaration

Enter Reference. This is the import licence or permit number

Line defaults to 0. This is the licence line number associated with the goods and will increment accordingly

Enter St. This is the status code of the licence or permit

Enter Quantity. This is the quantity in units specified on the licence, e.g., kilograms


25. Under AI – Additional Information (44) click on the ADD NEW AI LINE icon only if additional information is required on this declaration


Enter Information


26. Select Batch Transmission of Declaration Required if this declaration is to be sent in a batch. A message will be displayed stating that the declaration will not be transmitted to CHIEF until you action it from the 'Batch Transmission of CHIEF Declarations' form accessible from the File Menu. Do you wish to continue? Click on the YES button to invoke all the validation usually carried out on committing a declaration but will not

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create an actions record. Click on the NO button to return the declaration form to edit mode



28. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon to submit the Declaration to Customs

29. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a message from Customs giving the relevant route

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CCR (Normal Procedures) - Customs Clearance Request for Imports

Only one Customs Procedure code can be used which is usually for use with carnets.

The CCR does not require a follow-up declaration after import

Important: All declarations constitute a legal declaration to HM Customs and Excise. The following text is only a guide. All fields displayed on GeMS declaration forms are fully described in the HM Customs Tariff (Volume 3 Part 3 Imports). Please refer to the Tariff for further information.

1. Click on the CCR button on the Consignment Detail tab to load the Declaration

2. The CCR Declaration window will be displayed

3. Decln Type (01) defaults to IM for Imports. Do not change. This is the Declaration Type

4. Ref (07) will default from the Job. Change if required

Note: Where applicable, CLIENT NOTES icons will be displayed for the Consignor or Consignee. This means that important comments have been made and should be viewed upon entering the declaration. Click on the CLIENT NOTES icon

5. Consignee (08) will default from the Job. This is the Consignor’s TURN or VAT number. Click on the drop down arrow to view the Consignee's address details

6. Arrival Ind (21) defaults to Y. This is the goods arrival indicator and indicates that the goods are at a Customs known location

7. Location of Goods (30) defaults from the Job. The first part of the field corresponds to the Airport. The second part of the field corresponds to the specific premises or transit shed. This is the location where the goods are available for examination




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11. Enter CT if required. This is the Community Transit Identifier

12. Select Deferment (48) by clicking on the drop down arrow if required. This is when duty and tax payment or VAT are deferred to the Consignee or Declarant's account. If this is entered the second part of this field will default the Deferment Account Number

13. Enter RS if required. This is the Reason for Security and is a two digit code

14. Enter DT if required. This refers to the types of documents that can be requested with this declaration. Up to 4 document requests can be entered. This information needs to already exist in Standing Data

15. Inventory Consignment Reference (40) defaults. This is the reference of the Import Consignment received from CCS-UK

16. Decln UCR defaults. This is the Declaration Unique Consignment Reference and includes the Job Reference. The second part of this field is the Declaration UCR Part No. Enter 4 alpha numeric characters if required

17. Enter Pkgs & Marks (31) if required. This is the description of the packages



Enter Information


19. Enter Item Desc (31) if required.

20. Under Tax Lines (47) click on the ADD NEW EMPTY TAX LINE icon only if tax information is required on this declaration


Enter Tax Base

Enter Rate

Enter Ovr


Enter Tax Amount. This is the amount of potential revenue being paid or claimed


Click on the ADD TAX LINE FOR 813 AND 111 TAX TYPES icon to insert the most commonly used tax information

21. Enter Miscellaneous Text (44) if required. This could include references to of any documents produced in support of the declaration. Click on the LCO button to insert details of the Local Customs Office in the Miscellaneous Text field


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23. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a route as advised by Customs

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SFD (Simplified Procedures) – Simplified Frontier Declaration

The Simplified Frontier Declaration (SFD) is an abbreviated declaration for use only by those authorised to perform this function

Unlike a Single Administrative Document, the SFD can be entered with minimal information

Use of this declaration requires a follow-up declaration, the Simplified Procedures Supplementary Declaration (SDI) within 14 days

This procedure will allow removal of the goods and place the onus on the Customs Freight Simplified Procedure (CSFP) trader to ultimately clear the consignment


Important: All declarations constitute a legal declaration to HM Customs and Excise. The following text is only a guide. All fields displayed on GeMS Declaration Forms are fully described in the HM Customs Tariff (Volume 3 Part 3 Imports). Please refer to the Tariff for further information.

1. Click on the SFD button on the Consignment Detail tab to load the Declaration

2. The SFD Declaration window will be displayed, defaulting to the Basic tab

3. Decln UCR (44) defaults from the Job. This is the Declaration Unique Consignment Reference

4. Decln Type (01) defaults to IM for Imports. Do not change

5. Ref (07) defaults the same number as the Job Reference. This can be changed if required and is the Trader’s own reference




8. Arrival Ind (21) defaults to Y. This is the goods arrival indicator and indicates that the goods are at a Customs known location. The second part of this field defaults the country code for the actual means of transport. Enter Y in the third part of this field if a Front End Credibility check is required. If not then leave blank


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10. Enter Inld Mode by clicking on the drop down arrow if required. This is the inland mode of transport and is a two digit code

11. Place of Unloading (27) defaults. This is the code for the place where the goods first arrived in the UK

12. Enter Locn of Goods (30) if required. This is the location where the goods will be available for examination. The second part of this field defaults the shed code

13. Enter Origin Cntry (34) if required. This is the code for the country of origin

14. * Enter Net Mass (38). This is the net mass of the goods in kilograms. Enter Y in the second part of this field if a Front end Credibility check is required. If not then leave blank

15. Enter Miscellaneous Text (44) if required. This is used to enter any additional text pertaining to the Declaration. Click on the LCO button to insert details of the Local Customs Office into the Miscellaneous Text field

16. Enter Suppl units (41) if required. This is the number of units if more than one unit of quantity if shown against the commodity code

17. Enter Warehouse ID (49) if required. Select Warehouse Type in the first part of this field by clicking on the drop down arrow. The second part of this field is the code for the warehouse to which the goods are to be removed. Click on the CARDEX icon to select previously entered information for this client

18. Select Repres by clicking on the drop down arrow if required. This is the Declaration representation indicator

19. * Enter CPC (37). This is the Customs Procedure Code. Type a ? into this field if the code is not known. A list of valid CPC Codes will be displayed. Double click on the required code to insert it into the declaration

20. Enter Comm Code (33) by clicking on the CARDEX icon to select previously entered information for this client. To access the Electronic Tariff, type a ? into the field. The Tariff Browser will be displayed. Navigate to the required Commodity Code (or use the search functionality) and click on the OK button to insert the code into the Declaration

21. Enter Plain Language Description of Goods to correspond to the Commodity Code selected

22. LI Decln (44) defaults. This is the licence identifier



25. Once the Declaration has been processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a route as advised by Customs

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Note: A Simplified Frontier Declaration requires a Supplementary Declaration to be completed as well.

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TSR - Transhipment Removal Request

A Transhipment is when goods need to move straight through a UK airport to another destination outside of the UK

This form can also be accessed from the ERTS Consignment Details window and clicking on the TSR button


1. Click on the TSR button on the Consignment Detail tab to load the Declaration

2. The Transhipment Removal Request window will be displayed

3. Enter OWC if required. This is the Onward Carrier

4. Enter OWP. This is the Onward Air Waybill prefix. This field will only become enabled if the Onward Carrier code was entered above

5. Enter OWN. This is the Onward Air Waybill number. This field will only become enabled if the Onward Carrier code was entered

6. * Enter Dest. Apt (Destination Airport) or enter Dest Country (Destination Country)

7. * Enter Port of Shipment

8. * Enter Y or N for Licence Restriction

9. Agent Ref. defaults to the last 8 characters of the Job Reference. Change if required

10. Enter Currency if required

11. Enter Value if required

12. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon to submit the Declaration to Customs and print a C1 report

13. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a message from Customs stating whether the transfer has been permitted

14. Click on the C1 REPORT button

15. The C1 Report window will be displayed. This will display the date and time of the last print as well as the number of pieces. Click on the PRINT icon in the toolbar to reprint the C1 report. Click on the X icon to close this window

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This is the movement of uncleared goods from an approved place of arrival to another airport within the UK for Customs clearance and / or examination

A full SAD Declaration needs to be done by the destination airport on arrival of the goods

This form can also be accessed from the ERTS Consignment Details window and clicking on the IAR button


1. Click on the IAR button on the Consignment Detail tab

2. The Inter Airport Removal Request window will be displayed

3. Enter OWC if required. This is the Onward Carrier

4. Enter OWP if required. This is the Onward Air Waybill prefix

5. Enter OWN if required. This is the Onward Air Waybill number

6. * Enter Dest. Apt (Destination Airport)

7. Enter Dest Shed (Destination Shed) if required

8. Agent Ref. defaults to the last 8 characters of the Job Reference. Change if required

9. * Enter Y or N for Licence Restriction

10. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon to submit the Declaration to Customs and print a C1 report

11. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a message from Customs stating whether the removal has been permitted

12. Click on the C1 REPORT button

13. The C1 Report window will be displayed. This will display the date and time of the last print as well as the number of pieces. Click on the PRINT icon in the toolbar to reprint the C1 report. Click on the X icon to close this window

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Header Tab (WRD)

The Warehouse Removal Declaration (WRD) is available on non-inventory linked consignments only

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This is the removal of goods from a Custom's authorised warehouse and requires specific permission to perform this. A WRD code is required in User Manager, and is a unique code supplied by CCS-UK/Customs

This type of entry is the same as an inventory linked SAD, but with no Air Waybill details


Important: All declarations constitute a legal declaration to HM Customs and Excise. The following text is only a guide. All fields displayed on GeMS declaration forms are fully described in the HM Customs tariff (Volume 3 part 3 Imports). Please refer to the tariff for further information.

1. From within the Job click on the WRD button

2. The Open Declaration popup will be displayed. Select one of the following:

Open SAD (this will open the SAD)

Create a New WRD Based on SAD (this will create a new WRD but inherited values from the SAD already completed)

Create a New Blank WRD (this will create a new, blank WRD)

3. Click on the OPEN button

4. The WRD Declaration window will be displayed defaulting to the Header tab

5. Decln UCR (44) defaults. This is the Declaration Unique Consignment Reference and includes the Job Reference. The second part of this field is the Declaration UCR Part No. Enter 4 alpha numeric characters if required

6. Decl type (01) defaults to IM for Imports. Do not change

7. Cnsgr (02) will default from the Job. This is the Consignor’s TURN or VAT number. Click on the drop down arrow to view the Consignor's address details

Note: Where applicable CLIENT NOTES icons will be displayed for the Consignor or Consignee. This means that important comments have been made and should be viewed upon entering the declaration. Click on the CLIENT NOTES icon

8. Pkgs (06) will default from the Job. This is the number of packages (items) and is read-only

9. Ref (07) will default as the same number as the Job Reference. This can be changed if required and is the Trader’s own reference


11. Enter GVS (12) if required. This is the General Valuation Status and provides information about the kind of valuation declaration being made and should be entered if the goods being declared are more than £6500 in value. Click on the CARDEX icon to select previously entered information for this specific client


13. * Enter Disp Ctry (15a). This is the country of dispatch. Enter Y in the second part of the field if a Front End Credibility check is required. If not then leave blank

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14. The Cntr Ind (19) defaults to 0 which denotes goods not imported in a container. Change to 1 if the goods are imported in a container, by clicking on the drop down arrow


16. Arrival Ind (21) defaults to Y. This is the goods arrival indicator and indicates that the goods are at a Customs known location. The second part of the field defaults the country code for the actual means of transport. Enter Y in the third part of this field if a Front End Credibility checkis required. If not then leave blank









25. * Enter Whse ID (49) by clicking on the CARDEX icon to select previously entered information for this client, or enter manually if required. Select Warehouse Type in the first part of this field by clicking on the drop down arrow. The second part of this field is the code of the warehouse to which the goods are to be removed


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Value Build-up (SAD)


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Items Tab (WRD)



3. Enter Client Part No. if required. If this has been entered into Standing Data, this field will default when clicking on the Cardex icon in the Comm Code field

4. Pks & Mks (31) should default from the Commodity Code. This is the package marks and container numbers

5. * Enter Item Desc (31). This is the description of the goods (must be clear and concise)




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16. Enter Stat Value (46) if required. This is the statistical value
















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Enter Information






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Header Tab (SDI)

The Supplementary Declaration for Imports (SDI) is the follow-up declaration required where a Simplified Frontier Declaration (SFD) was submitted at the time the import arrived in the UK

An SDI should follow any previously completed SFD and must be entered by the 4th day of the month following the Base Date. For example, if the SFD achieved a base date on the 12th June, the Supplementary Declaration must be entered by the 4th July

The SDI will inherit any values keyed into the Simplified Frontier Declaration, e.g. Commodity Code and Goods Description, etc.



1. Load the Job for which an SFD Declaration has been generated. Click on the SDI button on the Consignment Detail tab

2. The SDI Declaration window will be loaded defaulting to the Header tab


4. * Acptnc Date defaults to the current date. Change if required, in the format DD/MM/YYYY

5. * Enter Time in the format HH:MM. This is the time of acceptance

6. Decln type (01) defaults to IM for Imports. Do not change


7. Consignor (02) defaults from the Job. Click on the drop down arrow to view the Consignor's address details

8. Pkgs (06) defaults from the Job

9. Ref (07) defaults from the Job, and is the Job Reference. Change if required

10. Consignee (08) defaults from the Job and is the Consignee TURN or VAT number. Click on the drop down arrow to view the Consignee's address details

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12. Declarant (14) defaults from the Job and is the Declarant's TURN or VAT number. Click on the drop down arrow to view the Declarant's address details

13. Enter Disp Ctry (15a). This is the country of dispatch. Enter Y in the second part of the field if a Front End Credibility check is required. If not then leave blank

14. CntrInd (19) defaults to 0 which denotes goods not imported in a container. Change to 1 if the goods are imported in a container by clicking on the drop down arrow


16. Arrival Ind (21) defaults to the country code. This is the goods arrival indicator and indicates that the goods are at a Customs known location. Enter Y in the second part of this field if a Front End Credibility check is required. If not then leave blank

17. Trpt Mode (25) defaults to 40 for air transport. This is the mode of transport at the border and can be changed if required by clicking on the drop down arrow

18. Enter Inld Mode (26) by clicking on the drop down arrow if required. This is the inland mode of transport









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Value Build-up (SDI)











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Items Tab (SDI)




4. Pkgs & Marks (31) should default from the Commodity Code. This is the description of the packages

5. Enter Item Desc (31) if required. This is the description of the goods



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16. Enter Stat Val (46) if required. This is the statistical value














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Enter Information





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Header Tab (SDW)

The Supplementary Declaration for Warehouse (SDW) is the follow-up declaration required where a Simplified Frontier Declaration (SFD) was submitted at the time the import arrived in the UK

An SDW should follow any previously completed SFD and must be entered by the 4th day of the month following the Base Date. For example, if the SFD achieved a base date on the 12th June, the Supplementary Declaration must be entered by the 4th July

The SDW will inherit any values keyed into the Simplified Frontier Declaration, e.g. Commodity Code and Goods Description, etc.



1. Load the Job for which an SFD Declaration has been generated. Click on the SDI button on the Consignment Detail tab

2. The SDW Declaration window will be loaded defaulting to the Header tab


4. * Acptnc Date defaults to the current date. Change if required, in the format DD/MM/YYYY

5. * Enter Time in the format HH:MM. This is the time of acceptance

6. Decln type (01) defaults to IM for Imports. Do not change


7. Consignor (02) defaults from the Job. Click on the drop down arrow to view the Consignor's address details

8. Pkgs (06) defaults from the Job

9. Ref (07) defaults from the Job, and is the Job Reference. Change if required

10. Consignee (08) defaults from the Job and is the Consignee TURN or VAT number. Click on the drop down arrow to view the Consignee's address details


12. Declarant (14) defaults from the Job and is the Declarant's TURN or VAT number. Click on the drop down arrow to view the Declarant's address details

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13. Enter Disp Ctry (15a). This is the country of dispatch. Enter Y in the second part of the field if a Front End Credibility check is required. If not then leave blank

14. CntrInd (19) defaults to 0 which denotes goods not imported in a container. Change to 1 if the goods are imported in a container by clicking on the drop down arrow


16. Arrival Ind (21) defaults to the country code. This is the goods arrival indicator and indicates that the goods are at a Customs known location. Enter Y in the second part of this field if a Front End Credibility check is required. If not then leave blank

17. Trpt Mode (25) defaults to 40 for air transport. This is the mode of transport at the border and can be changed if required by clicking on the drop down arrow









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Value Build-up (SDW)



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Items Tab (SDW)




4. Pkgs & Marks (31) should default from the Commodity Code. This is the description of the packages

5. Enter Item Desc (31) if required. This is the description of the goods





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16. Enter Stat Val (46) if required. This is the statistical value


















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Enter Information







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Creating an Imports Off-Line Entry (OLE)

An OLE links a Job with an existing Declaration done by another Agent

OLEs can only be performed under the following circumstances:

The job is not linked to a consignment record

No frontier declaration or removal has been completed

1. To process an Off-Line Entry, a Non-Inventory Linked Import Job needs to be created (please refer to Creating a Non-Inventory Linked Import Job)

2. Click on the OLE - OFF-LINE ENTRY DECLARATION button on the Consignment Detail tab once the Job has been created

3. The Off-Line Declaration window will be displayed

4. Enter Declaration UCR created by another Agent

5. Select Entry Type by clicking on the drop down arrow

6. Enter EPU. This is the Entry Processing Unit and is a number attached to a specific local customs office

7. Enter Entry No (1st field) / Date (2nd field) in the format DD/MM/YYYY. The Entry number is provided by another Agent

8. Enter Acceptance Date (1st field) / Time (2nd field) is the date and time that the entry was accepted by Customs

9. CFSP Consignment should be automatically checked if the consignment has been done through CFSP. Also if neither the client record for the Importer or the agencies record for the User indicate authorisation for CFSP then it must not be possible to check this box

10. Frontier CPC (for CFSP) should only be enabled if the above field has been checked. Enter a valid CPC Code

11. Click on the SAVE CHANGES icon to save the OLE

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Worksheet

Worksheet

Worksheets outline the calculations performed to arrive at the Customs value of the goods

The worksheet will display the Invoice Line Items that have been associated to the selected consignment

It should also allow for new line items to be entered on the fly

Worksheets ca be opened in one of two ways:

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From within a Declaration (Import or Export) by clicking on the WORKSHEET button - using this method allows you to allocate items to the declaration (See below for further information)

From within a Job by clicking on the WORK S. button - using this method allows you to add items to the worksheet (you cannot allocate items from here)

1. Open the Import or Export Declaration

2. Click on the WORKSHEET button

3. The Worksheet window will be displayed

4. If any Commercial Invoice items have been associated to the Job, these items will be displayed in the grid on the left hand side

5. If no Commercial Invoice items have been associated to the Job, then this grid will be blank


7. Select Valuation Type from the drop down list. This is the method used for valuing the goods

8. Click in the Inc column for each line item. This will assign the full quantity for each invoice item to the declaration item

9. If you want to assign less that the full quantity, leave the Inc column unchecked and enter a value in the Assign field

10. Click on the ADD INVOICE LINE DETAILS icon to add an item in on the fly

11. A new blank line will be added into the grid

12. Enter Product Code. If the Product Code is not known type a ? to access the list of valid Product Codes

Note: If the Product is in Standing Data, various fields in this line will default from the record. If you are entering this product without accessing Standing Data, then all of the fields will need to be completed. For the sake of this help it is assumed that you will be referring to Product Codes in Standing Data

13. The following fields will default from the Product record in Standing Data (if it has been entered)

Description

Comm. Code

UOM (Unit of measure)

Orig

Curr (Currency)

14. Invoice will default the Invoice number if the Commercial Invoice has been associated to the Job. This field will be blank if the line is being entered on the fly

15. Inv. Qty will default if the item was associated from the Invoice to the Job. Enter this field if entering the item on the fly

16. Dest will default if the item was associated from the Invoice to the Job. Enter this field if entering the item on the fly

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17. Line Value will default if the item was associated from the Invoice to the Job. Enter this field if entering the item on the fly

18. Click on the REMOVE INVOICE LINE DETAILS icon to remove a line item from the Worksheet. A message will be displayed asking if you are sure you want to delete this item? Click on the YES button to confirm or click on the NO button to cancel

19. Click on the AUTO ALLOCATE INVOICE LINES TO ENTRY ITEMS icon to automatically allocate items to the declaration. Clicking on this icon will automatically create a new Entry item for each different commodity code. These entry items will now appear in a list on the right hand side of the window displaying the following:

Entry Item number [Commodity Code]

Quantity, Description of goods [Product Code]

20. To manually add Entry items to the declaration, you need to add an Entry item for each commodity code. Click on the ADD AN ENTRY ITEM icon. Entry Item X (where X is the number of the entry item, starting at 1) will be displayed in the list

21. Now select an invoice item in the grid (assigning either the full or partial quantity) and click on the ALLOCATE LINE TO ENTRY ITEM icon. This will allocate a single line to the Entry item

22. Select an Entry Item and click on the REMOVE AN ENTRY ITEM icon to remove the entry item from the list. A message will be displayed asking you if you are sure you want to remove this entry item. Click on the YES button to continue or click on the NO button to cancel. The entry item will be removed from the list

23. Click on the ALLOCATE ALL INVOICE ITEMS TO THE CURRENTLY SELECTED ENTRY icon to allocate all items with the same commodity code to the Entry item selected. If you attempt to allocate items with different commodity codes, a message will be displayed stating that it was unable to allocate any of the records specified as none of the commodity codes match that of the entry item. Click on the OK button

24. Select an Entry item and click on the UN-ALLOCATE LINE FROM ENTRY ITEM icon. A message will be displayed asking if you are sure you want to remove these details from the Entry Item? Click on the YES button to continue or click on the NO button to cancel. Another message will be displayed stating that this entry item no longer has any invoice lines associated to it; do you want to delete it too? Click on the YES button to confirm and remove the entry item or click on the NO button to remove the invoice line but not the entry item

25. Click on the UN-ALLOCATE ALL INVOICE ITEMS FROM THE CURRENTLY SELECTED ENTRY icon to un-allocate more than one invoice line that has been allocated to an entry item (i.e., invoice lines with the same commodity code grouped under one entry item). A message will be displayed asking if you are sure you want to remove all details allocated to this entry item? Click on the YES button to continue or click on the NO button to cancel. All invoice lines will be removed, but the entry item will remain in the list

26. Item No defaults the number of the entry item on which the current focus is. For example, if your cursor is focused on Entry Item 2, then Item No will default to 2

27. Enter Template if required. If the Template name is unknown, type a ? to access the Declaration Template List and select a valid template

Note: Only Item templates should be available for selection, as this is for a specific declaration item

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28. Commodity Code defaults to the commodity code for the entry item on which the current focus is

29. Click on the NEW INVOICE button to create a new invoice if required. The Invoice Processing window will be displayed. Create a new Commercial Invoice and save the record. A message will be displayed stating that the invoice lines will be automatically allocated to a job, and no further changes will be permitted until the line items are un-allocated. Are you sure you want to save changes? Click on the YES button to continue or click on the NO button to cancel. The item(s) just added on the Commercial Invoice will appear on the Worksheet

30. Select an Invoice item by clicking on it and click on the OPEN INVOICE button to open the Commercial Invoice that the item is related to. The Invoice Processing window will be displayed. This is for information purposes only, as editing the form is not allowed as the invoice items have already been allocated to a Job. Clicking on the ENTER EDIT MODE icon will result in a message stating that one or more invoice lines have been allocated to a job.

31. The invoice will not be editable unless the invoice lines are un-allocated from their respective jobs. Click on the OK button

32. Click on the SELECT ALL button to place a check in the Inc column for all invoice items in the list (and assign all available items)

33. Click on the SAVE CHANGES icon to save the Worksheet

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Print the C105a

A C105A is the form used when the customs value is determined by using valuation Method 1 which is the general valuation statement completed for the regular import of goods from suppliers outside of the EC

The C105a can only be generated for an Import

1. Once the Worksheet has been saved, the C105a button becomes enabled

2. Click on the C105a button

3. The Select report to print popup will be displayed

4. Two options are available under Report:

c105a

Allocation detail (defaults to selected)

5. Two options are available under Print/Preview

Print

Preview (defaults to selected)

6. Select the report and print option required and click on the OK button to continue or click on the CANCEL button to close out of the popup

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7. Depending on the print option selected above, either the Report Preview window or the Print popup will be displayed (where you can select printer, number of copies, etc.)

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The fallback request is a facility that is only available during a period of authorised long-term fallback when CHIEF or a link to CHIEF is unavailable. Authority for this facility can only be given by HM Customs.

The fallback function allows for the clearance of a consignment in the event that CHIEF is experiencing down time.

This can only be done on the proviso that once the CHIEF system is back up and running a declaration is completed

A fallback declaration is essentially a "removal request" which is processed like any other removal request. A message will be sent to CCS-UK and CCS-UK will subsequently issue a fallback entry number.

A fallback response allocates an entry number to the consignment with only the Declarant's reference

Value, licensing, taxes and other HMC requirements will need to be declared to Customs when required

Click here for the rules on completing a Fallback Declaration

The consignment must be CCS-UK Import Inventory-linked

The consignment must not be a master

The consignment must not be a split

The consignment must not be entered

The consignment must not be EU status

The consignment must not be a pre-arrival

1. On the Consignment Detail tab click on the FBK button

2. A message will be displayed stating that a fallback declaration should only be made when explicitly authorised by Customs. Do you wish to continue? Click on the YES button to continue or click on the NO button to cancel

3. The Fallback Declaration window will be displayed

4. Shed defaults

5. AOR defaults. This is the Airport of Receipt

6. MAWP defaults to the prefix of the Air Waybill currently being worked on

7. MAWN defaults to the number of the Air Waybill currently being worked on

8. Enter House Air Waybill number if required

9. Enter SRF (split reference) if applicable

10. NPX (number of packages expected) defaults

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11. Agent Ref defaults to the last 8 characters of the Job Reference. Change if required

12. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon. A fallback message will be sent to CCS-UK and clearance obtained for the entry

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CCSUK

It is possible to interrogate CCS-UK from within a Job

1. On the Consignment Detail tab click on the CCSUK button

2. The Interrogation of CCS-UK Central Database window will be displayed defaulting to the Consignment List tab, displaying all records that have been previously queried

Note: The details of the current consignment will default into the relevant fields

3. Shed defaults. This is the 3 digit shed code

4. AOR defaults. This is the Airport of Arrival

5. Master Air Waybill defaults to the current record from where you are interrogating CCS-UK



8. Enter Since in the format DD/MM/YYYY to liast all records matching the criteria since a specific date

9. Click on the QUERY button to query the Master Air Waybill

10. A message will be received back from CCS-UK and the status of the entry will be shown in the Display Text column in the grid


12. To query a subsequent entry click on the CLEAR button to clear all fields and re-enter the information as described above


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CCS-UK Import Consignment Split Maintenance

This form is used to transmit a request (to the originating shed) to split / extend existing splits / delete existing splits of a CCS-UK Inventory record

It is also used to allocate packages (that have been received) to existing splits

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This can also be done from within an Import Job. On the Consignment Detail tab, click on the SPLIT MAINTENANCE button and follow the steps below

1. On the CCS-UK Import Consignments window click on the SPLIT CONSIGNMENT button

2. The CCS-UK Import Consignment Split Maintenance window will be displayed

3. The following consignment details are displayed:

Shed

AOR (Port of Arrival)

MAWP (Master Air Waybill prefix)

MAWN (Master Air Waybill number)

HAWN (House Air Waybill number)




NPR (Number of packaged received)

GWt (Gross weight)

SDC Code

Carrier

Flight

Date

St2 (Status 2)

Goods Desc

4. Select the Create / Amend Splits option to send a request to split to the ERTS / TSO / Airline (this option should default to selected)


6. Two splits will automatically be created

7. SRF will default to 01

8. Enter NPX

9. GWT will automatically be calculated from the NPX and gross weight of the entire consignment. Change if required

10. UWT defaults

11. Enter Packages and Marks (Handling Details)

12. Create subsequent splits as required

13. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon.

14. Select the Allocate Packages option to request allocation of packages to splits (which can only be done when split records have physically been created by the ERTS / TSO / Airline and when NPR > 0 on the Master)


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16. Enter NPR for the amount received for each split

17. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon. An R2 (Advice of Allocation of Packages to Splits) report will be sent to the ERTS / TSO / Airline

18. Click on the SPLIT CONSIGNMENT REPORT button to view the Split Consignment Request Report

19. This report shows the consignment details as well as all details of the splits created and sent to the ERTS / TSO / Airline

20. Click on the PRINT REPORT icon to print the report

21. Click on the CLOSE PREVIEW icon to close out of the report window and return to the Split Maintenance window

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Collection / Delivery Details Maintenance

This functionality is used to store the appropriate dates on which the goods were actually collected and/or delivered and also to produce the physical collection and delivery notes required in the operational environment

1. Open an Import or Export Job and click on the Consignment Detail tab

2. Click on the COLL/DEL button

3. The Collection / Delivery Details Maintenance screen will be displayed


Note: Some fields on this screen will default depending on whether you are creating a Collection or Delivery


6. Nr of pkgs defaults from the Job

7. Gross weight defaults from the Job

8. Enter Location. This is the code of the Company to/from which the collection/delivery is being made

9. Enter Name. This is the name of the Company to/from which the collection/delivery is being made

10. Enter Address. This is the address of the Company to/from which the collection/delivery is being made

11. Packages / Marks defaults from the Job. Enter subsequent details if required

12. Enter Person. This is the name of the person making the collection/delivery

13. Enter Vehicle reg. This is the vehicle registration

14. Enter Other Information. This is subsequent information that is to be printed on the collection/delivery note

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15. Enter Transport Co. This is the Transport Company name for third party collections/deliveries

16. Issued by defaults the name of the user logged on to GeMS

17. Booked date defaults the date and time of expected collection/delivery

18. Last printed will default the date and time the report was last printed

19. Select Batch for printing later if the collection/delivery note is to be printed in a batch at a later stages

20. Click on the SAVE icon to save the Collection / Delivery note

21. Click on the PRINT icon to print the Collection / Delivery note

22. The Print Collection/Delivery Notes popup will be displayed

23. Output Type defaults to Paper, but PDF and Tiff/Fax files can also be created




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Amending an Accepted Entry

Once an entry has been accepted by Customs, there usually shouldn't be any need to amend the entry

However, if for any reason there is a need to amend the entry (e.g. change of commodity) follow the steps outlined below

1. To amend an entry click on the relevant entry button on the bottom right hand side of the Consignment Detail tab

2. Once the form has opened, click on the ENTER EDIT MODE icon

3. The Reason for Amendment/Deletion/Query Response popup will be displayed

4. Type in a reason for the amendment. This is required, otherwise the declaration will be declined


6. Amend the required fields


8. Whilst the Declaration is being processed, the focus will return to the Consignment Detail tab. Look in the Summary information at the bottom of the window for a response from Customs stating that the Declaration has been amended

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Note: An amended declaration prevents automatic clearance. HM Customs will need to provoke the declarations progress

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Declined and Re-Submitted Entries

Once a declaration has been submitted to Customs, Customs will come back electronically and say whether the declaration has been accepted or not

1. If Customs are not satisfied with any information submitted, they will send back an error message stating that errors have been reported. This information will appear in the Summary information on the Consignment Detail tab and a UKCTRLNAK will be received which can be viewed on the Actions tab

2. To re-enter the declaration, click on the appropriate button on the right hand side of the Consignment Detail tab

3. Click on the ERRORS button at the bottom of the entry to access the details of the error

4. The Error Report window will be displayed showing the error description, the box number reference on your entry that was incorrect and the value of the box that was incorrect

5. Click on the CLOSE FORM icon to close the window


7. Amend the errors as required



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Declaration Reports

1. Access the Declaration by clicking on the appropriate button on the Consignment Detail tab

2. On the Declaration form click on the REPORTS button

3. The Declaration Report window will be displayed

4. The following information will be displayed:

Type - the type of report

Name - the name of the report

Date & Time - the date and time the report was originally produced

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5. Select the required report by clicking on it once (the line item will be highlighted blue)


7. Click on the CLOSE FORM icon to exit out of the Declaration Reports

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Unlocking a Declaration

1. The summary information on the Consignment Detail tab is blank, indicating that no response has been received from CHIEF.

2. The Declaration becomes locked

3. Click on the appropriate declaration button to access the Declaration

4. Click on the UNLOCK button at the bottom of the window

5. A message will be displayed asking you if you wish to unlock the data. Click on the YES button to continue or click on the NO button to cancel

6. Another message will be displayed asking you if you are sure you wish to unlock the data. Click on the YES button to confirm or click on the NO button to cancel

7. The record will now be in edit mode



10. The focus should return to the Consignment Detail tab, and a response should be received from CHIEF

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Browsing Items in a Declaration

This functionality is only applicable to multi item entries

1. Click on the BROWSE ITEMS button on the Items tab

2. A window will be displayed listing all items within the Declaration

3. The following details will be displayed:

Item No

CPC

Commodity Code

Item Price

Description

Packages and Marks

4. Select the item you would like to view within the Declaration and press the ESC key on your keyboard

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5. Alternatively if you do not wish to see a list you can simply navigate through all items

within the Declaration by clicking on the icon to browse forward or the icon to browse backward

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Import - Pre-Arrivals

Pre-Arrival Creation

The purpose of Pre-Arrival records is to facilitate the creation of Customs Declarations prior to the arrival of the goods

Once the record has been created, any accepted declaration committed against the record will achieve a Route 'H' - Hold Entry - status

When the consignment arrives the Airline/Shed will create an arrived record (CUSCAR - FRI)

Automatic messaging then provokes CHIEF to re-assign the Hold Declaration with arrived entry routing (Route 1, 2 ,3 etc.)

A pre-arrival cannot be amended. If amendment is required, the pre-arrival should be deleted and re-created. This functionality applies to consolidations as well as basic consignments

Note: The Pre-Arrival consignment detail has to match those details (AWB , Number of pieces, Airport of Origin/Destination, etc.) created subsequently by the Airline/Shed. If the detail is different then the Hold Declaration will not be re-assigned and the consignment will not achieve clearance.

1. Use the following menu path: File > CCS-UK Import Pre-Arrivals > CCS-UK Import Pre-Arrival Creation

2. The CCS-UK Import Pre-Arrivals window will be displayed

3. Enter Shed. This is the shed code for the Agent

4. Enter AOR. This is the airport of receipt

5. Enter MAWP. This is the 3 digit Master Air Waybill prefix

6. Enter MAWN. This is the 8 digit Master Air Waybill number

7. Enter AOO. This is the airport of origin


9. Enter GWT. This is the gross weight. The second part of this field is the unit of weight and defaults to K for Kilogram. Change if required


11. Click on the ADD HOUSE icon to add a house to the Master, if required

12. Enter HAWB. This is the House Air Waybill



15. Enter GWt. This is the gross weight

16. UWt defaults to K for Kilogram. Change if required


18. Continue adding House Air Waybills as required.

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19. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT button to save the details and create the pre-arrival record

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Pre-Arrival Deletion

A pre-arrival cannot be amended. If amendment is required, the pre-arrival should be deleted and re-created

Under circumstances where there is only one House Air Waybill in a consolidation, deletion of the House will result in deletion of the Master as well

1. Use the following menu path: File > CCS-UK Import Pre-Arrivals > CCS-UK Import Pre-Arrival Deletion

2. The CCS-UK Import Pre-Arrivals window will be displayed

3. Enter Shed. This is the shed code for the Agent

4. Enter AOR. This is the airport of receipt

5. Enter MAWP. This is the 3 digit Master Air Waybill prefix

6. Enter MAWN. This is the 8 digit Master Air Waybill number

7. Click on the QUERY button to query the system and retrieve the record

8. AOO defaults. This is the airport of origin

9. NPX defaults. This is the number of packages expected

10. GWT defaults. This is the gross weight

11. Goods Description defaults

12. If the record is a consolidation, all the House Air Waybills will be displayed in the Houses grid below

13. To delete the Master, and all Houses, click on the DELETE RECORD icon in the toolbar

14. A message will be displayed asking you to confirm that you wish to delete this master consignment and all related House Air Waybill Consignments? Click on the YES button to confirm or click on the NO button to cancel

15. To delete a specific House, select the line item in the grid and click on the DELETE RECORD icon

16. A message will be displayed asking you to confirm you wish to delete House Air Waybill x (where x is the HAWB number)? Click on the YES button to confirm or click on the NO button to cancel

17. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT button to delete the record and send a message to CCS-UK

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Request Retransmission of FSN

A Freight Status Notification is a Customs Status of a particular consignment held by CCS-UK. For example when a consignment achieves a Route 3 the Customs status is CA - Route 3. When a consignment is cleared the Customs Status becomes CC - Customs Cleared.

Sometimes an Airline or ERTS system does not receive the current Customs Status of a consignment, perhaps because of a communications or systems failure. In these circumstances the Airline or ERTS can request the latest Freight Status from CCS-UK.

1. Use the following menu path: File > CCS-UK Import Request Retransmission of FSN...

2. The Retransmit Freight Status Notification (FSN) window will be displayed

3. Enter SHD. This is the 3 digit shed code

4. Enter AOR. This is the airport of arrival

5. Enter MAWB. This is the Master Air Waybill

6. Enter HAWB if there is a house on the master. This is the House Air Waybill

7. Enter SRF if a split reference has been done

8. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT button to retransmit the FSN

Note: Check the Action Log to ensure that the FSN has been transmitted (Tools > Query Action Log)

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Import CFSP Consignments

Import CFSP Consignments

The Import CFSP Consignments form displays a list a Jobs for which Customs Freight Simplified Procedure (CFSP) declarations have been made

This form should only be accessible to agencies licensed for CFSP procedures

Jobs for all agencies within a group (sharers) will be displayed. The list of consignments potentially includes those owned by a different agency from that of the logged in user. This CFSP functionality might be implemented by enterprises where the responsibility for completing supplementary declarations is by an agency that is different from the one that originally created the Job and completed the frontier declaration

The mechanism put in place to allow users to complete supplementary declarations against Jobs they do not own is called Cloning

1. Use the following menu path: File > Import CFSP Consignments...

2. The Import CFSP Consignments window will be displayed showing all consignments that have been created under Customs Freight Simplified Procedures (CFSP)

3. From this form, Supplementary Declarations can be created by selecting the required consignment and double clicking on it to open it

4. The following search criteria can be entered to filter the list:

Job Reference

Owner (a list of badge codes of all the agencies in the group)

Decln. UCR

Auth. Trader

Type (this will be either Customs or Excise [which are Simplified Frontier Declarations done on spirits or tobacco])

Incl. Finalised

5. The list will be filtered as each field is entered

6. Click on the CLEAR FILTER button to clear all filters and return to the list to its original state

7. Click on the column headers to order the list, and move columns by clicking and dragging, as required

8. In the grid, the Clone column indicates CFSP jobs owned by another Agency that have been cloned in order for the new owner to perform the Supplementary declaration. This means that the new owner will see two declarations: the original one that has been cloned (access to supplementary declarations should be disabled from this record) and the cloned record. The will appear next to all records that have been cloned

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9. Double click on the required record within a Sharer's badge to clone it. A message will be displayed asking if you wish to create a 'clone' record based on the original so that supplementary declarations can be completed from this badge code? Click on the YES button to continue or click on the NO button to cancel. Create the supplementary declaration as normal. The Job will show the status of 'Cloned Job' in the top right hand corner

10. Click on the FSD button to load the CFSP Final Supplementary Declaration Management Form

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CFSP Final Supplementary Declaration (FSD) Maintenance

This form displays details of Clients for whom CFSP Final Supplementary Declarations are required

It also calculates the control counts required to be transmitted in the declarations, and prepares and transmits the Final Supplementary Declarations (FSD) to CHIEF

Every month the CFSP trader must declare the amount of CFSP declarations that were due / made for the monthly period. For example, if 2 frontier declarations were made in June and the base date was achieved, then 2 supplementary declarations would be due by the 4th July.

1. Click on the FSD button on the Import CFSP Consignments window to load the CFSP Final Supplementary Declaration Management Form

2. Period defaults to the current month and year. Change if required by using the spinner. If this is changed, the text just above the grid will change to bold, red text to indicate that the RECALCULATE button should be clicked

3. Customs defaults to selected. Change to Excise if required. Doing this will result in the text just above the grid changing to bold, red text to indicate that the RECALCULATE button should be clicked

4. Decln Type (Box 01) defaults to IM for Imports

5. Acceptance Date defaults to the first day of the selected reporting period

6. Items (Box 05) defaults to the number of items to be sent in the FSD

7. CPC (Box 37) is dependent on whether Customs or Excise is selected. If Customs is selected, the CPC code will default to 011909. If Excise is selected the CPC code will default to 014909

8. Tot Pkgs (Box 06) defaults to the total number of packages to be sent in the FSD

9. Last Date of Period defaults to the last day of the reporting period (tax point). This can be changed if required, using the format DD/MM/YYYY

10. Click on the SELECT ALL button to select all Customers listed. This will check the Incl box in the grid

11. Click on the DESELECT ALL button to deselect all Customers listed

12. Done in the grid will only show as checked if a job already exists for an FSD for this Customer

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13. Customer Name defaults the Customer / Agent name

14. TURN defaults the Customer's TURN number

15. Entry Details will only default if the FSD has already been sent (and the Done box checked)

16. Job Reference is disabled if GeMS is configured to auto-allocate job references. If not then this field is enabled. If the Include box is checked and the Job Reference field is enabled then a Job Reference has to be input before a Job can be created and the FSD prepared

17. Counts for Selected Customer (Box 44) is a text box which displays the following, and can be changed if required:

SDI = aa/bb (where aa is the number of finalised SDI declarations; where bb is the number of due SDI declarations)

mm/yy SDI nn (where mm/yy is the month/year in which the last SDI declaration(s) should have been reported; where nn is the number of such declarations)

SDW = aa/bb (where aa is the number of finalised SDW declarations; where bb is the number of due SDW declarations)

mm/yy SDW nn (where mm/yy is the month/year in which the last SDW declaration(s) should have been reported; where nn is the number of such declarations)

18. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT to send the declarations for items that have been selected (this can be one or many)

19. Check Batch transmit declarations to commit all selected entries (where the Incl checkbox is checked). Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon. A message will be displayed stating FSDs created and ready to batch transmit. Click on the OK button to continue. The FSD will now appear on the Batch Transmission of CHIEF Declarations form and a check will appear in the Done column

20. Double click on the item that has just had an FSD entry created against it

21. The Job Maintenance window will be displayed

22. Click on the Consignment Detail tab

23. Click on the SDI / SDW button. The Supplementary Declarations popup will be displayed listing all supplementary declarations created. Double click on the required record to open it and view the details

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FSD Declaration

The CFSP Final Supplementary Declaration is an abbreviated CUSDEC SDI

1. Click on the FSD button on the Import CFSP Consignments window

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2. Select the required period for which the FSD is to be displayed (and click on the RECALCULATE button if required)

3. Double click on the FSD to open it

4. On the Consignment Detail tab, click on the FSD button

5. The FSD Declaration window will be displayed defaulting to the Basic tab

6. The Miscellaneous Text (44) field displays the supplementary declaration count as displayed on the Maintenance window

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Batch Transmission of CHIEF Declarations This form displays a list of CHIEF Declarations that have been batched for

transmission

It also allows the selection of one or more declarations on the list and allows a user to commit the selected one(s)

1. Use the following menu path: File > Batch Transmission of CHIEF Declarations

2. The Batch Transmission of CHIEF Declarations window will be displayed

3. The following criteria can be entered to filter the list (it is necessary to tab out of the field for the filter to take effect):

Job Reference

Type (Import / Export)

Mode (Air / Ocean)

Decln (The type of declaration, e.g., FDE, SAD, etc.)

Transport Details (Flight number or vessel)

Flt / Sail Date

Master

House

Declaration UCR

Trader Ref

Origin

Dest

4. Within the grid, click on the column headers to order the list, and move columns by clicking and dragging, as required

5. Click on the SELECT ALL button to select all Declarations. A check will appear in the Incl checkbox column

6. Click on the DE-SELECT ALL button to remove the check from the Incl checkbox column

7. Click on the CLEAR FILTER button to clear the filter and return the list to its original appearance

8. It is also possible to select declarations one by one by clicking in the Incl checkbox column

9. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon. A message will be displayed asking you to please confirm you wish to transmit x declaration(s) to CHIEF (where x is the number of Declarations selected in the step above). Click on the YES button to confirm or click on the NO button to cancel

10. The declarations transmitted should now be removed from the list

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11. Check each declaration if required to ensure that no errors have been received from CHIEF

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Costing Jobs

Accounts Data Transfer Maintenance

Most, if not all, Agents have a ledger based Accounting application to manage their financial data. Standard Accounting applications normally provide a mechanism to allow external applications to interface with them. This takes the form of an output from a Job Costing application of cost and sales items which is them imported into the Accounting application to update the Sales and Purchase ledgers

A mechanism has therefore been put into place to export the required data from the Job Charge records in a pre-determined format to a suitable medium. The process is both auditable and reversible (in the situation where the interface failed or the output data was corrupted)

1. Use the following menu path: File > Costing Jobs > Accounts Data Transfer Maintenance...

2. The Job Costing Interface to Accounting System window will be displayed

3. Click on the CREATE NEW BATCH button

4. A message will be displayed asking you if you are sure you wish to create a new batch file? Click on the YES button to continue or click on the NO button to cancel

5. Another message will be displayed stating that the data transfer completed successfully.

6. Click on the OK button to continue

7. The batch just created will be displayed in the list on the left hand side and the following information will default into the fields on the right:

8. Profile Code defaults the Agent's Job Costing profile code

9. Description will default the description as defined in the Job Costing profile in User Manager

10. Batch Reference will be updated with the batch number created. This will change each time a new batch is created

11. Dated defaults the date and time the last batch was modified

12. Format defaults the code and description of the Accounting application

13. The following fields may default (or not) according to the preferences set up in User Manager

Include Costs

Roll up Costs by nominal code

Include Sales

Roll up Sales by nominal code

14. Created defaults the date and time the batch was created, and the name of the user who created it

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15. Last modified defaults the date and time the last batch was modified, and the name of the user who modified it

16. File location on server defaults the location as set up in User Manager and the place to where the batch files have been created

17. Notes defaults a history of the actions that have taken place since clicking the Create New Batch button

18. Click on the REVERSE BATCH button to reverse the batch just created. A message will be displayed asking if you are sure you wish to reverse batch X (where X is the batch number)? Click on the YES button to continue or click on the NO button to cancel. A message will be displayed stating Batch reversed successfully. Click on the OK button. The reversed batch should no longer appear in the list on the left hand side

19. Click on the RE-PROCESS BATCH button to re-process the same batch, in the case where the original procedure might have been interrupted. A message will be displayed asking you if you are sure you wish to Re-process batch X (where X is the batch number)? Click on the YES button to continue or click on the NO button to cancel. A message will be displayed stating that Data transfer completed successfully. Click on the OK button

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Batch Sales Invoice Printing

Once Sales Invoices have been prepared the user can specify that they should be batched for printing at a later time

For this to happen, Sales Invoices need to be marked accordingly

1. Use the following menu path: File > Costing Jobs > Batch Sales Invoice Printing...

2. The Sales Invoice Batch Printing screen will be displayed

3. All Sales Invoices that have been marked as Batch for printing later, will be displayed in the list

4. This list can be filtered using the fields at the top of the screen:

Invoice To - this is the Company being invoiced

Invoice No - This is the system generated invoice number

Job Reference - This is the GeMS (or your own unique reference) Job number

5. Click on the CLEAR FILTER button to clear the fields and return the list to its original state

6. Sales Invoices can either be selected individually or in groups

7. To select individually, click in the Inc column. This will include each line item in the batch print

8. Click on the SELECT ALL button to select all Sales Invoices in the list

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9. Click on the DESELECT ALL button to deselect all Sales Invoices (or those individually marked) in the list

10. Click on the PRINT INVOICES button

11. The Print Sales Invoices popup will be displayed

12. Output Type defaults to Paper, but PDF and Tiff/Fax files can also be created. Select one or all as required




16. When next going back into this form all invoices selected for printing should no longer be displayed in the list

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Supplier Purchase Invoices

Supplier Invoice List

1. Use the following menu path: File > Costing Jobs > Supplier Purchase Invoices...

2. The Supplier Invoice List will be displayed

3. This displays a list of all Supplier Purchase Invoices created, against which job charges can be reconciled

4. This form can be filtered using the following fields:

Supplier - This is the Supplier for whom the Invoice is being created

Invoice No - This is the invoice number

Earliest Date - This is the date from which Invoices will be filtered

Latest Date - this is the date to which Invoices will be filtered


6. Double click on any line item to display the Supplier Invoice Reconciliation Maintenance screen

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Supplier Invoice Reconciliation Maintenance

At some point after estimated costs have been input against jobs, invoices will be received from Suppliers

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These invoices may be an amalgamation of more than one service supplied over a period of time and therefore individual elements of an invoice may refer to a number of estimated costs across a number of jobs

This function is used to match a Supplier invoice against one or more job charge records

1. Use the menu path: File > Costing Jobs > Supplier Purchase Invoices...

2. The Supplier Invoice List will be displayed


4. The Supplier Invoice Reconciliation Maintenance screen will be displayed

5. Enter Supplier shortcode

If the Short Code is known, type it in and press tab to default all other relevant information from the Supplier record into the form

If the Short Code is not known, type a ? into the field to access the Supplier popup. Select the required Supplier by scrolling through the list and double clicking on the name

6. A/C Code defaults from the Supplier record

7. Name defaults from the Supplier record

8. Enter Invoice No. This can be a combination of 8 alpha numeric characters

9. Enter Dated in the format DD/MM/YYYY. This is the date of the Supplier Invoice

Note: Only the Invoiced column should be enabled. The Reconciled and Difference columns should be disabled

10. Under Invoiced, Currency should default from the Supplier record if this has been entered. If not, select from the drop down list

11. Enter Invoice. This is the total amount that appears on the Supplier Invoice

12. Exch rate will only be enabled if the Currency entered above is not GBP. If the currency is GBP then this field will not be enabled

13. Enter Net. This is the Net amount on the Supplier Invoice excluding VAT

14. Enter VAT if required. This is the VAT amount as it appears on the Supplier Invoice

15. Total will default the Invoice amount entered above and should be read only

16. At this point, the Difference column should now mirror the amounts entered in the Invoiced column and the Invoice amount should be highlighted in red

17. You will now reconcile existing job charges against the invoice details just entered

18. It is possible to filter the list of Jobs first, by entering the following fields:

Chg - this is the Job charge

Badge - this is used only if more than one Badge code has the same job costing profile

AWB/BoL - This is the Air Waybill number or Bill of Lading

Flt/Voy - This is the flight or voyage details and date

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Job Ref - This is the job reference as showing in GeMS

19. Click on the CLEAR FILTER button to clear the filter and return the list to its original state

20. For each job that is to be reconciled against this Supplier Invoice, check the Inc column. The Actual Inv, Actual Net and Actual VAT columns will default

21. Keep checking the Inc column until all jobs to be reconciled have been included

22. Each time you include a specific job, the Difference amount should be decreased by the accrued amount and the Reconciled amount should be increased by that amount. The aim at this point is to get the Reconciled and Invoiced columns to equal one another, and the Difference column to equal 0

23. The Actual Inv amount can be amended, only if the Inc column has been checked. The running totals should be refreshed whenever an Actual Inv amount is changed on the list of accruals

24. Once all totals have been included as required, check the Invoice reconciled box. The Reconciled field will default the date, time and user who reconciled the invoice

25. The Supplier Invoice details can be saved at this point. However if you have rights to do so, click in the Authorised box. The Authorised field will default the date, time and user who authorised the invoice

26. Click on the SAVE CHANGES icon to save the Supplier Invoice. The Created field will default the date, time and user who created the invoice

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NCTS Declarations

NCTS Consignments

1. Use the following menu path: File > NCTS Consignments

2. The NCTS Consignments window will be displayed

3. All NCTS Declarations created will be listed here

4. Double click on the required consignment to open the Job, and view NCTS declarations, etc.

5. The grid can be filtered according to criteria entered in the fields at the top of the window:

Job Reference

Badge

MRN (Movement Reference Number)

FBK (Fallback)

Status

Master

House

Origin

Dest (Destination)

Incl. discharged (check to include any discharged declarations)

Select Type to filter by either Declarations or Arrivals, or Both (defaults to selected) if required

6. Click on the CLEAR FILTER button to clear the filter and return the list to its default state

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Simplified NCTS Declaration

Basic Tab - NCTS Declaration Simplified Procedures

1. Click on the NCTS DECLN button on the Job / Customer Detail tab of an Export Job

2. The NCTS Declaration window will be displayed, defaulting to the Basic tab

3. Simplified defaults to selected. This means that you are peforming NCTS under Simplified procedures. You need to be authorised for Simplified procedures and have a Guarantee reference

4. No. of Items (05) defaults to 1. Adding subsequent items on the Items tab will result in this number incrementing accordingly

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5. No of Pkgs (06) default to 0. Entering the number of packages on the Items tab will result in this field defaulting accordingly

6. Select Decln Type (01) by clicking on the drop down arrow, e.g., T1, etc.

7. LRN (07) defaults the Job Reference. This reference must be unique for every declaration and cannot exceed 22 characters

8. Dispatch Ctry (15a) defaults from the Job. This can be changed if required by clicking on the drop down arrow

9. * Departure Office (C) defaults from the Agent record. Enter the Departure Office if this has not been entered into the Agent record, in the format AANNNNNN where AA is a valid country code and NNNNNN is 6 digits, e.g., GB000060

10. Destination Ctry (17a) defaults from the Job. This can be changed if required by clicking on the drop down arrow

11. * Enter Destination Office (53) in the format AANNNNNN where AA is a valid country code and NNNNNN is 6 digits, e.g., IT021300

12. * Enter Cntr Code (19). This indicates if the goods are containerised, where 0 is No and 1 is Yes

13. * Enter Trpt ID at departure (18). For example, this would be the name of the ship, or prefix and flight number of the aircraft, etc.

14. * Select Trpt Ctry from the drop down list. This is the nationality of the means of transport declared at departure

15. Select Transport Mode (25) from the drop down list if required. This is the code for the means of transport which will be used

16. Enter Trpt ID at crossing border (21) if required. For example, this would be the name of the ship, or prefix and flight number of the aircraft, etc., of the transport being used when exiting from the Customs territory

17. Select Trpt Ctry from the drop down list if required. This is the nationality of the means of transport used when exiting from the Customs territory

18. Select Transport Mode at crossing border (21) from the drop down list if required. This is the code for the means of transport which will be used at the crossing border

19. Agreed Goods Locn Code (31) will be disabled as this is only used under Normal Procedures

20. Select Transport Mode Inland (26) from the drop down list if required. This is the code for the means of transport which will be used inland

21. Agreed Goods Locn (30) will be disabled as this is only used under Normal Procedures

22. * Authorised Goods Locn (30) will default from the Agent record if this has been entered. This field will be used under Simplified procedures only and when the goods are not present at the office of departure but at another authorised location

23. Customs Sub Place will be disabled as this is only used under Normal Procedures

24. * Enter Guarantees (52) by clicking on the down arrow, which will expand to display the following fields

Select Type from the drop down list

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Enter Guarantee Reference only if the Guarantee Type is 0,1,2,4 or 9. This field will default if entered into the Agent record in User Manager

Enter Other Guarantee Reference only if the Guarantee Type contains code other than 0,1,2,4 or 9. This field should not be entered if the Guarantee Reference field has been entered

Enter Access which is the 4 digit access code which corresponds to the Guarantee Reference. This code will appear as #

Enter Non EC Limitation if required. Enter the country identity for any country for which the guarantee is not valid

Click on the ADD GUARANTEE icon to add another Guarantee line item

Click on the DELETE GUARANTEE icon to delete a Guarantee line item

25. Click on the up arrow to collapse the fields to only display the grid

26. The Item grid at the bottom of the window will default the details for each item once these have been added on the Items tab

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Header Tab - NCTS Declaration Simplified Procedures

1. Click on the Header tab

2. The following fields default from the Basic tab:

Simplified

No if Items (05)

No of pkgs (06)

Decln Type (01)

LRN (07)

Note: Consignor, Consignee and Principal should either be entered at Header or Item level, but not both

3. Enter Cnsgr (02). This is the Consignor NCTS Trader ID. Type a ? in this field if the ID is not known, and select the Consignor from the list of Clients. Click on the down arrow to view address details for the Consignor

4. Enter Cnsee (08). This is the Consignee NCTS Trader ID. Type a ? in this field if the ID is not known, and select the Consignee from the list of Clients. Click on the down arrow to view address details for the Consignee

5. * Enter Prncpl (50). This is the Principal NCTS Trader ID. Type a ? in this field if the ID is not known, and select the Principal from the list of Clients. Click on the down arrow to view address details for the Principal

6. Guarantees (52) defaults from the Basic tab. Click on the down arrow to view details if there is more than one Guarantee

7. Enter Repre (50). This is the Representative's NCTS Trader ID. Type a ? in this field if the ID is not known, and select the Representative from the list of Clients. Click on the down arrow to view address details for the Representative

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8. Enter Seals (D) by clicking on the down arrow, which will expand to display an entry field. Click on the ADD SEAL icon. Enter Description and identification marks of the seal, e.g., Seals affixed. Click on the DELETE SEAL icon to delete an existing seal. Click on the up arrow to collapse the Seal field

9. Enter Transit Offices (51) by clicking on the down arrow, which will expand to display an entry field. Click on the ADD TRANSIT OFFICE icon. Type a ? in this field to access a list of NCTS Offices created in Standing Data. Only offices created in Standing Data will be accepted in this field. Click on the DELETE TRANSIT OFFICE icon to delete an existing Transit Office. Click on the up arrow to collapse the Transit Office field

10. The following fields are the same as those on the Basic tab (Please refer to Basic Tab - NCTS Declaration Simplified Procedures for more information) and if already entered, will default here

Dispatch Country (15a)

Departure Office (C)

Destination Ctry (17a)

Destination Office (53)

Trpt ID at departure (18)

Trpt Ctry

Cntr Code (19)

Trpt ID at crossing border (21)

Trpt Ctry

Transport Mode at crossing border (21)

Transport Mode (25)

Agreed Goods Locn Code (30)

Transport Mode Inland (26)

Agreed Goods Locn (30)

Authorised Goods Locn (30)

Customs Sub Place

11. Enter Place of Loading (27), if required. This is the place where the goods will be loaded onto the means of transport being used

12. * Date Limit defaults to one day after the current date. This is the date by which time the transit movement has to be presented at the Office of destination

13. * Declaration Place (54) defaults to the location where the declaration is being completed, only if this has been entered into the NCTS configuration in User Manager. If this has not defaulted, it must be entered

14. * Declaration Date (54) defaults to the current date. Forward dating is not allowed in this field

15. * Gross Mass (35) defaults from the Job. This is the gross mass of the goods including packaging

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Items Tab - NCTS Declaration Simplified Procedures


Note: Consignor and Consignee should either be entered at Header or Item level, but not both




Decln Type (01)

Dispatch Ctry (15a)

Gross Mass (35)


5. * Enter Commodity Code (33). Type a ? in this field if the commodity code is not known, and select from the Customs tariff

6. * Enter ItemDesc (31). This is a concise description that allows for identification of the goods immediately

7. * Enter Net Mass (38) if required. This is the weight of the goods, excluding packaging

8. * Enter Pkgs/marks (31). Click on the ADD PKGS/MARKS icon. The 3 fields below the grid will become enabled:

* Enter No of Packages

* Enter Kind. This is the type of packages, e.g., parcel, package, etc. Type a ? in this field to access a list of valid codes

* Enter Marks. This is any distinguishing marks e.g., red labels

Enter No of Pieces only if "Unpacked (NE)" has been entered in the Kind field, and the pieces are all separate

Click on the DELETE PKGS/MARKS icon to delete the details

9. Enter Containers (31). Click on the ADD CONTAINER icon. The field below will become enabled

Enter Container No. This should only be entered if Cntr Code (19) has been entered on the Header tab

Click on the DELETE CONTAINER icon to delete the container number

10. Enter Previous Documents (40) by clicking on the down arrow, which will expand to display 3 fields. Click on the ADD PREVIOUS DOCUMENT icon

Select Type from the drop down list. This is the code for replacement documents issued

Enter Reference. This is the reference number of the document

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Enter Compliment of Information if any subsequent information needs to be entered

Click on the DELETE PREVIOUS DOCUMENT icon to delete an existing line item

Click on the up arrow to collapse the Previous Documents fields

11. Enter Produced Documents (44) by clicking on the down arrow, which will expand to display 3 fields. Click on the ADD PRODUCED DOCUMENT icon

Select Type from the drop down list. This is the code for type of document produced



Click on the DELETE PRODUCED DOCUMENT icon to delete an existing line item

Click on the up arrow to collapse the Produced Documents fields

12. Enter Special Mentions (44) by clicking on the down arrow, which will expand to display 2 fields. Click on the ADD SPECIAL MENTION icon

Select AI Code from the drop down list. This is the code to show the type of export transaction being used

Enter Additional Information if any export documents need to be identified

Check Export from EC only if the AI Code is DG0 or DG1

Select Export from country by clicking on the drop down arrow only if the AI Code is DG0 or DG1

Click on the DELETE SPECIAL MENTION icon to delete an existing line item

Click on the up arrow to collapse the Special Mentions fields

13. Enter Sensitive Goods (31) by clicking on the down arrow, which will expand to display 2 fields. Click on the ADD SENSITIVE GOODS icon

Enter Code which identifies the sensitive goods

Enter Quantity for the amount of goods that are deemed sensitive

Click on the DELETE SENSITIVE GOODS icon to delete an existing line item

Click on the up arrow to collapse the Sensitive Goods fields



16. Whilst the Declaration is being processed, the focus will return to the Job / Customer Detail tab. Look in the NCTS Status field at the bottom of the window for a message from Customs giving the relevant status of the declaration

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Normal NCTS Declaration

Basic Tab - NCTS Declaration Normal Procedures

1. Click on the NCTS DECLN button on the Job / Customer Detail tab of an Export Job

2. The NCTS Declaration window will be displayed, defaulting to the Basic tab

3. Select Normal to indicate that these procedures are being produced under Normal NCTS procedures

4. No. of Items (05) defaults to 1. Adding subsequent items on the Items tab will result in this number incrementing accordingly

5. No of Pkgs (06) default to 0. Entering the number of packages on the Items tab will result in this field defaulting accordingly

6. * Select Decln Type (01) by clicking on the drop down arrow, e.g., T1, etc.

7. LRN (07) defaults the Job Reference. This reference must be unique for every declaration and cannot exceed 22 characters

8. Dispatch Ctry (15a) defaults from the Job. This can be changed if required by clicking on the drop down arrow

9. * Departure Office (C) defaults from the Agent record. Enter the Departure Office if this has not been entered into the Agent record, in the format AANNNNNN where AA is a valid country code and NNNNNN is 6 digits, e.g., GB000060

10. * Select Destination Ctry (17a) by clicking on the drop down arrow. This is the destination of the goods

11. * Enter Destination Office (53) in the format AANNNNNN where AA is a valid country code and NNNNNN is 6 digits, e.g., IT021300

12. * Enter Cntr Code (19). This indicates if the goods are containerised, where 0 is No and 1 is Yes

13. * Enter Trpt ID at departure (18). For example, this would be the name of the ship, or prefix and flight number of the aircraft, etc.

14. * Select Trpt Ctry from the drop down list. This is the nationality of the means of transport declared at departure

15. Select Transport Mode (25) from the drop down list if required. This is the code for the means of transport which will be used

16. Enter Trpt ID at crossing border (21) if required. For example, this would be the name of the ship, or prefix and flight number of the aircraft, etc., of the transport being used when exiting from the Customs territory

17. Select Trpt Ctry from the drop down list if required. This is the nationality of the means of transport used when exiting from the Customs territory

18. Select Transport Mode at crossing border (21) from the drop down list if required. This is the code for the means of transport which will be used at the crossing border

19. Agreed Goods Locn Code (31) will default from the Agent record if this has been entered. This field will be used under Normal procedures only, when the declaration is being pre-lodged

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20. Select Transport Mode Inland (26) from the drop down list if required. This is the code for the means of transport which will be used inland

21. Enter Agreed Goods Locn (30) for Normal Procedures only and needs to be agreed with the Office of Departure

22. Authorised Goods Locn (30) will be disabled as this is used under Simplified Procedures only

23. Enter Customs Sub Place if required. This will be entered when the goods are situated in a Customs-approved location

24. * Enter Guarantees (52) by clicking on the down arrow, which will expand to display the following fields

Select Type from the drop down list

Enter Guarantee Reference only if the Guarantee Type is 0,1,2,4 or 9. This field will default if entered into the Agent record in User Manager

Enter Other Guarantee Reference only if the Guarantee Type contains code other than 0,1,2,4 or 9. This field should not be entered if the Guarantee Reference field has been entered

Enter Access which is the 4 digit access code which corresponds to the Guarantee Reference. This code will appear as #

Enter Non EC Limitation if required. Enter the country identity for any country for which the guarantee is not valid

Click on the ADD GUARANTEE icon to add another Guarantee line item

Click on the DELETE GUARANTEE icon to delete a Guarantee line item

Click on the up arrow to collapse the fields to only display the grid

25. The Item grid at the bottom of the window will default the details for each item once these have been added on the Items tab

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Header Tab - NCTS Declaration Normal Procedures

1. Click on the Header tab


Normal

No if Items (05)

No of pkgs (06)

Decln Type (01)

LRN (07)

Note: Consignor, Consignee and Principal should either be entered at Header or Item level, but not both


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5. * Enter Prncpl (50). This is the Principal NCTS Trader ID. Type a ? in this field if the ID is not known, and select the Principal from the list of Clients. Click on the down arrow to view address details for the Principal

6. Guarantees (52) defaults from the Basic tab. Click on the down arrow to view details if there is more than one Guarantee

7. Enter Repre (50). This is the Representative's NCTS Trader ID. Type a ? in this field if the ID is not known, and select the Representative from the list of Clients. Click on the down arrow to view address details for the Representative

8. Enter Seals (D) by clicking on the down arrow, which will expand to display an entry field. Click on the ADD SEAL icon. Enter Description and identification marks of the seal, e.g., Seals affixed. Click on the DELETE SEAL icon to delete an existing seal. Click on the up arrow to collapse the Seal field

9. Enter Transit Offices (51) by clicking on the down arrow, which will expand to display an entry field. Click on the ADD TRANSIT OFFICE icon. Type a ? in this field to access a list of NCTS Offices created in Standing Data. Only offices created in Standing Data will be accepted in this field. Click on the DELETE TRANSIT OFFICE icon to delete an existing Transit Office. Click on the up arrow to collapse the Transit Office field

10. The following fields are the same as those on the Basic tab (Please refer to Basic Tab - NCTS Declaration Simplified Procedures for more information) and if already entered, will default here

Dispatch Country (15a)

Departure Office (C)


Destination Office (53)

Trpt ID at departure (18)

Trpt Ctry

Cntr Code (19)

Trpt ID at crossing border (21)

Trpt Ctry

Transport Mode at crossing border (21)

Transport Mode (25)

Agreed Goods Locn Code (30)

Transport Mode Inland (26)

Agreed Goods Locn (30)

Authorised Goods Locn (30)

Customs Sub Place

11. Enter Place of Loading (27), if required. This is the place where the goods will be loaded onto the means of transport being used

12. Date Limit is not enabled as this is specific to Simplified procedures

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13. * Declaration Place (54) defaults to the location where the declaration is being completed, only if this has been entered into the NCTS configuration in User Manager. If this has not defaulted, it must be entered

14. * Declaration Date (54) defaults to the current date. Forward dating is not allowed in this field

15. * Gross Mass (35) defaults from the Job. This is the gross mass of the goods including packaging

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Items Tab - NCTS Declaration Normal Procedures


Note: Consignor and Consignee should either be entered at Header or Item level, but not both




Decln Type (01)

Dispatch Ctry (15a)

Gross Mass (35)


5. * Enter Commodity Code (33). Type a ? in this field if the commodity code is not known, and select from the Customs tariff

6. * Enter ItemDesc (31). This is a concise description that allows for identification of the goods immediately

7. * Enter Net Mass (38) if required. This is the weight of the goods, excluding packaging

8. * Enter Pkgs/marks (31). Click on the ADD PKGS/MARKS icon. The 3 fields below the grid will become enabled:

* Enter No of Packages

* Enter Kind. This is the type of packages, e.g., parcel, package, etc. Type a ? in this field to access a list of valid codes

* Enter Marks. This is any distinguishing marks e.g., red labels

Enter No of Pieces only if "Unpacked (NE)" has been entered in the Kind field, and the pieces are all separate

Click on the DELETE PKGS/MARKS icon to delete the details

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9. Enter Containers (31). Click on the ADD CONTAINER icon. The field below will become enabled

Enter Container No. This should only be entered if Cntr Code (19) has been entered on the Header tab

Click on the DELETE CONTAINER icon to delete the container number

10. Enter Previous Documents (40) by clicking on the down arrow, which will expand to display 3 fields. Click on the ADD PREVIOUS DOCUMENT icon

Select Type from the drop down list. This is the code for replacement documents issued



Click on the DELETE PREVIOUS DOCUMENT icon to delete an existing line item

Click on the up arrow to collapse the Previous Documents fields

11. Enter Produced Documents (44) by clicking on the down arrow, which will expand to display 3 fields. Click on the ADD PRODUCED DOCUMENT icon

Select Type from the drop down list. This is the code for type of document produced



Click on the DELETE PRODUCED DOCUMENT icon to delete an existing line item

Click on the up arrow to collapse the Produced Documents fields

12. Enter Special Mentions (44) by clicking on the down arrow, which will expand to display 2 fields. Click on the ADD SPECIAL MENTION icon

Select AI Code from the drop down list. This is the code to show the type of export transaction being used

Enter Additional Information if any export documents need to be identified

Check Export from EC only if the AI Code is DG0 or DG1

Select Export from country by clicking on the drop down arrow only if the AI Code is DG0 or DG1

Click on the DELETE SPECIAL MENTION icon to delete an existing line item

Click on the up arrow to collapse the Special Mentions fields

13. Enter Sensitive Goods (31) by clicking on the down arrow, which will expand to display 2 fields. Click on the ADD SENSITIVE GOODS icon

Enter Code which identifies the sensitive goods

Enter Quantity for the amount of goods that are deemed sensitive

Click on the DELETE SENSITIVE GOODS icon to delete an existing line item

Click on the up arrow to collapse the Sensitive Goods fields


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16. Whilst the Declaration is being processed, the focus will return to the Job / Customer Detail tab. Look in the NCTS Status field at the bottom of the window for a message from Customs giving the relevant status of the declaration

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NCTS Arrival Notification

NCTS Arrival Notification Simplified Procedures

The NCTS Arrival Notification is used to notify Customs of the arrival of a Transit Movement

1. Click on the NCTS ARRIVAL button on the Job / Customer Detail tab of the arrived NCTS Import Job

2. The NCTS Arrival Notification window will be displayed defaulting to the Arrival Notification tab

3. Enter MRN. This is the unique Movement Reference Number displayed on the top right of the TAD (Transit Accompanying Document)

4. Place of Notification defaults from the Agent record in User Manager, if this has been entered. This is the place where the goods have arrived

5. Presentation Office defaults from the Agent record in User Manager, if this has been entered. This is the code for the office of destination, in the format AANNNNNN where AA is a valid country code and NNNN is 6 digits, e.g., GB000060

6. Simplified defaults to selected. This means that you are performing NCTS arrivals under Simplified procedures. You need to be authorised for Simplified procedures and have a Guarantee reference

7. Authorised Location Code defaults from the Agent record in User Manager This is the code of the authorised location of the goods

8. TIN defaults from the Agent record in User Manager. This is the Trader Identification Number which is usually the Trader's TURN number plus a subsequent character, as advised by HMRC

9. Name defaults the Agent name

10. Number and Street defaults the Agent address

11. Town defaults from the Agent record

12. Post Code defaults from the Agent record

13. Country defaults from the Agent record

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NCTS Arrival Notification Normal Procedures

The NCTS Arrival Notification is used to notify Customs of the arrival of a Transit Movement

1. Click on the NCTS ARRIVAL button on the Job / Customer Detail tab of the arrived NCTS Import Job

2. The NCTS Arrival Notification window will be displayed defaulting to the Arrival Notification tab

3. Enter MRN. This is the unique Movement Reference Number displayed on the top right of the TAD (Transit Accompanying Document)

4. Place of Notification defaults from the Agent record in User Manager, if this has been entered. This is the place where the goods have arrived

5. Presentation Office defaults from the Agent record in User Manager, if this has been entered. This is the code for the office of destination, in the format AANNNNNN where AA is a valid country code and NNNN is 6 digits, e.g., GB000060

6. Simplified defaults to selected. Select Normal to indicate that this arrival is being done under Normal Procedures

7. Enter Sub-place if required (if this is not entered, the Code of Agreed Location should be entered). This will default if entered into the Agent's record in User Manager

8. Enter Code of Agreed Location if Sub-place was not entered above. This will default if entered into the Agent's record in User Manager

9. Enter Agreed Location of Goods. This is the location code and name of the location of the goods

10. TIN defaults from the Agent record in User Manager. This is the Trader Identification Number which is usually the Trader's TURN number plus a subsequent character, as advised by HMRC

11. Name defaults the Agent name

12. Number and Street defaults the Agent address

13. Town defaults from the Agent record

14. Post Code defaults from the Agent record

15. Country defaults from the Agent record

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Incidents and Transhipments

1. Click on the Incidents and Transhipments tab

2. * Enter Event. This would be an en route event or incident to the destination. Click on the F8 TO ADD NEW EVENT icon. The fields below will be enabled

* Enter Event Place. This is the location where the event took place

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* Select Event Country from the drop down list.

* Enter Date Reported in the format DD/MM/YYYY

Enter Reported by. This is the name of the person who reported the event

Enter Place Reported. This is the place where the event was reported, e.g., Police station

Select Country from the drop down list. This is the country where the event was reported. The country where the event took place might well be different to the country where the event was reported

3. Incident defaults to selected. Select Transhipment if required

4. * Select Yes or No for Already in NCTS. Select Yes if this incident has already been reported at a Customs or Transit Office

5. If Incident has been selected above, enter Incident Information if required. This is the details of the incident, remembering to indicate if any transport or containers had to be changed owing to damage

6. If Transhipment has been selected above, enter Transport ID if required. This is the identity of the means of transport being used for the transhipment

Select Nationality from the drop down list. This is the Nationality of the means of transport

Enter Containers by clicking on the TO ADD A NEW CONTAINER icon. This is the description of the new container

Click on the DELETE A CONTAINER icon to delete an existing container

7. Add Seals by clicking on the F12 TO ADD A NEW SEAL icon. Enter the new seal identification number in the enabled field below

8. Click on the DELETE A SEAL icon to delete an existing seal

9. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon to send the Arrival Notification

10. Whilst the Arrival is being processed, the focus will return to the Job / Customer Detail tab. Look in the NCTS Status field at the bottom of the window for a message from Customs giving the relevant status of the arrival notification

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Unloading Remarks

Unloading Remarks are used for Simplified Procedures only and can only be accessed once a "Permission to Unload (IE043)" message has been received

1. Click on the NCTS REMARKS button on the Job / Customer Detail tab of an Import Job

2. The Unloading Remarks window will be displayed


4. The following fields will default from the declaration:

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MRN

Dest Trader

Transport ID at Departure

No. of Items

Transport Nationality

No. of Pkgs

5. Select Unloading Results as Satisfactory or Unsatisfactory as required

6. Check Unloading Complete if the goods have been completely unloaded. This field will only be enabled once the Unloading results have been selected

7. Select State of Seals as OK or Not OK as required

8. Enter Unloading Date in the format DD/MM/YYYY. This is the date the goods were unloaded

9. The following fields default from the declaration (Declared):

Total No of Items

Total No of Pkgs

Total Gross Mass

No of Seals (might be blank if not required)

Seals Ids (might be blank if not required)

10. Enter the following fields under Found. These fields will only be enabled if "Unsatisfactory" was selected above for Unloading Results. This will be the actual information recorded upon unloading the goods:

Total No of Items

Total No of Pkgs

Total Gross Mass

No of Seals (this field will only be enabled if State of Seals was indicated as Not OK)

Seals IDs (this field will only be enabled if State of Seals was indicated as Not OK)

11. Enter Other Things to Report if required. This would be any extraneous information noted when unloading the goods

12. List of Items will default the number of items declared. If more than one item, click on the line item to default the details into the Declared fields and enter the Found fields as required

13. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT to send the unloading remarks

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Commercial Invoices

Customer Data Management Overview To ensure future compliance with Customs requirements, GeMS has provided an electronic audit trail for Freight Forwarders, with much more information at product / part level Customer Data Management within GeMS includes the following:

Product Catalogues - the creation of Product records against specific Clients

Commercial Invoices - the creation of Commercial Invoices with the ability to associate these to Jobs

Worksheets - the creation of worksheets which can be allocated to a declaration

Commercial Invoice List This list displays all existing Commercial Invoices. A Commercial Invoice is basically

an itemised list of all products sold

Use this form to search for an existing Commercial Invoice by entering certain data to filter the default list

1. Use the following menu path to access the Commercial Invoice List: File > Commercial Invoice List

2. The Commercial Invoice List will be displayed, listing all existing Commercial Invoices

3. It is possible to filter the list according to the following fields:

Invoice No - the Invoice Number (doesn't have to be unique)

From - The date from which the list should be filtered. This will default to the first day of the previous month

To - The date to which the list should be filtered. This will default to the last day of the following month

Customer - The Customer name

Buyer - The Buyer name

Seller - The Seller name

4. Click on the CLEAR FILTER button to return the list to its default state

5. Show Allocated defaults to checked. This means that any allocated Commercial Invoices will be displayed on this list. Unchecking this option will mean that only unallocated Commercial Invoices will appear on the list

Note: "Allocated" means that the Commercial Invoice has been allocated to a specific Job. Once a Commercial Invoice has been allocated, will appear in the Alloc column

6. Double clicking on any line in the grid will open the Invoice Processing form. If the Invoice is not allocated, then it is possible to edit this form. If the Invoice appears with the Allocated icon, then once this form is opened you will be unable to edit it. A message will be displayed stating that one or more invoice lines have been

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allocated to a job. The invoice will not be editable unless the invoice lines are un-allocated from their respective jobs. Click on the OK button

7. All columns can be sorted by clicking in the column header

8. The column order can be changed by clicking and dragging the column to the new position

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Invoice Processing Use this form to create a Commercial Invoice

A Commercial Invoice is basically an itemised list of all products sold

Most of the detail on this form is relevant only to Imports

1. Use the following menu path to access the Commercial Invoice List: File > Commercial Invoice List

2. The Commercial Invoice List will be displayed, listing all existing Commercial Invoices

3. Click on the NEW RECORD icon in the toolbar

4. The Invoice Processing window will be displayed

5. * Enter Invoice Number. This is the number that appears on the commercials Supplier Invoice. This number does not need to be unique

6. * Enter Invoice Date in the format DD/MM/YYYY

7. Invoice Total defaults to 0.00 at this stage as we have not entered any amounts as yet

8. * Select Invoice Type from the drop down list. This can either be a Commercial Invoice or a Pro-Forma Invoice (which is not the actual invoice but an invoice sent in advance notifying you of the goods)

9. Enter Invoice Currency


If the Short Code is not known, type a ? into the field to access the Currency Codes popup. Select the required Currency by scrolling through the list and double clicking on the required one

10. Exch Rate defaults to 1.000. Change this if the Invoice Currency is something other than GBP (Pounds)

11. Shipment Type defaults to Import. Select Export from the drop down list if required

12. Check Contract Exchange Rate if the exchange rate is part of the contract of sale. If not then leave unchecked

13. * Enter Customer S/Code


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14. Name will default the full name of the Customer once the shortcode has been entered

15. Enter Buyer S/Code



16. Name will default the full name of the Buyer once the shortcode has been entered

17. * Enter Seller S/Code



18. Name will default the full name of the Seller once the shortcode has been entered

19. Check Buyer and Seller are Related if a relationship exists between the Buyer and the Seller

20. Enter Refs if required, to relate this invoice to any subsequent documentation. Click on the ADD A REFERENCE icon

Type defaults to Purchase Order Number. Click on the drop down arrow to select a different type if required

Enter Ref. This can be 25 alpha numeric characters in length

Click on the REMOVE A REFERENCE icon to remove a reference. A message will be displayed asking if you are you sure you want to remove this reference? Click on the YES button to continue or click on the NO button to cancel

21. * Select Delivery Terms from the drop down list

22. * Enter Location. This is the official UNLocode

23. Enter Origin Country. This is the country code for the origin of the goods being supplied



24. Enter Dest Country. This is the country code for the destination of the goods being supplied



25. Select Transport Mode from the drop down list

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26. Apportionment defaults to 0. Change to 1 if required. This field indicates how freight charges are apportioned. When this field is blank or zero (the default setting) freight charges are apportioned by value. By completing this field with a '1' the charges are apportioned by weight

27. Enter Export Country. This is the code for the country of export



28. Enter Origin Port. This is the code for the port of origin


If the Short Code is gnot known, type a ? into the field to access the Ports popup. Select the required port by scrolling through the list and double clicking on the required one

29. Enter Est Date of Dep in the format DD/MM/YYYY. This is the estimated date the goods will leave the origin port

30. Enter Est Date of Arr in the format DD/MM/YYYY. This is the estimated date the goods will arrive at their destination

31. Enter Type of Pkgs, for example, cardboard boxes

32. Enter No of Pkgs

33. Enter GWT (gross weight including packaging) and then select Unit of Measure from the drop down list

34. Enter Volume. This is the amount of space that the goods occupy

35. Enter NWT (net weight excluding packaging) and then select Unit of Measure from the drop down list

36. * Click on the ADD AN INVOICE LINE under Invoice Line Items

37. Alloc is disabled and will only be completed with the Allocated icon ( ) once the invoice item has been allocated to a Job

38. Enter Product Code. This can be entered on the fly or the product catalogue can be accessed by typing a ? in this field

39. Desc will default if the details have been entered into the Product catalogue. Type in if required

40. * Enter Qty (5 digits before the decimal place and 3 after)

41. UOM (unit of measure) will default if the details have been entered into the Product catalogue. Otherwise select one from the drop down list

42. Unit Price will default if the details have been entered into the Product catalogue. Type in if required

43. Curr will default if the details have been entered into the Product catalogue. Type in if required (or type a ? to access a list of valid currency codes)

44. Orig will default if the details have been entered into the Product catalogue. Type in if required (or type a ? to access a list of valid Countries)

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45. Dest will default if the details have been entered into the Product catalogue. Type in if required (or type a ? to access a list of valid countries)

46. Line Total will default according to the quantity and unit price

47. SKU (Stock Keeping Unit) will default if the details have been entered into the Product catalogue. Type in if required. This is a unique number used to identify products

48. Inc defaults to checked. Checked indicates that this item will be included in invoice calculations. Uncheck this box if you do not want the item included in the invoice calculations (if unchecked ensure that tabbing out of this field reduces the Invoice totals accordingly)

49. Enter Quota if required. This is the restricted amount allowed for reduced import duty

50. Stock Control defaults to unchecked. Check this box is this item is to be included in stock control

51. Enter Pref Cert No. This is the Preference Certificate Number and is proof that a reduction or relief from import duty applies

52. Adj defaults to blank. It is possible to double click from within this field to add an adjustment to this invoice line item The Invoice Line Details popup will be displayed. If any adjustments have been added then this field will default the total amount here

53. Nwt will default if the details have been entered into the Product catalogue. Type in if required

54. Gwt will default if the details have been entered into the Product catalogue. Type in if required

55. Comm Code will default if the details have been entered into the Product catalogue. Type in if required (or type a ? to access the Customs tariff for a list of valid commodity codes)

56. Add subsequent lines as required by clicking on the ADD AN INVOICE LINE icon. To delete a line item, select the line and click on the REMOVE AN INVOICE LINE icon. A message will be displayed asking you if you are sure you want to remove this line? Click on the YES button to continue or click on the NO button to cancel

57. Click on the VIEW\AMEND INVOICE LINE DETAILS icon to add adjustments to specific line items. The line item for which the adjustment is to be added needs to be selected first

58. Line adjustments will default the total for all line adjustments added

59. Subtotal will default the total for all invoice line totals

60. Click on the ADD AN ADJUSTMENT icon under Invoice Adjusts \ Assists. This includes any additions or adjustments on an invoice level (and not on item level as above)

Note: An assist is something that has been used in the production of the goods but that is not included in the item price. For example,bespoke moulds used to make glass vases are not sold with the end product but had to be especially made in order to manufacture this product. This needs to be included on the invoice separately.

61. Type defaults to Invoice adjustments. Select another type from the drop down list if required

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62. Adj defaults according to the Type selected in the previous field. Select a different adjustment from the drop down list if required

63. +\- defaults to Addition. Select Deduction from the drop down list if required

64. Enter Desc. This is a brief description of the adjustment

65. Enter Unit Val if the adjustment is worked out as a specific set amount on each single item

66. Curr defaults to the Invoice Currency as entered at the top of this window

67. Enter % if the adjustment is to be worked as out as a percentage of the invoice total. Enter this field only if Unit Val has not been entered

68. Total Val will default only if the % field has been entered. This field needs to be manually entered if Unit Val was entered previously. This will be the total value of the adjustments for all items. For example if the unit value was entered as 10.00 and there are 10 packages, then the total value would be entered as 100.00


70. Click on the REMOVE AN ADJUSTMENT icon to remove an adjustment line. Ensure that the line item is selected first. A message will be displayed asking you if you are sure you want to remove this line? Click on the YES button to continue or click on the NO button to cancel

71. Total Invoice Level Adjustments will default the total of all adjustments entered above

72. Enter Misc Notes if required.

73. Invoice Total will default the grand total for all invoice items, line adjustments and invoice adjustments or assists (this should be the same for the Invoice Total field at the top of this window)

74. Click on the SAVE CHANGES icon to save the Commercial Invoice

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Invoice Line Details

1. This form can be accessed in one of two ways:

Double clicking in the Adj field in the Invoice Line Items grid on the Commercial Invoice OR

Clicking on the VIEW\AMEND INVOICE LINE DETAILS icon next to the Invoice Line Items grid

2. The Invoice Line Details popup will be displayed for the specific line item on which you were focused on the Invoice Processing window (to ensure that this is the case, the relevant Line number will be displayed at the top of the popup)

3. Click on the ADD AN ADJUSTMENT icon. This will be any additions or adjustments at item level

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Note: An assist is something that has been used in the production of the goods but that is not included in the item price. For example,bespoke moulds used to make glass vases are not sold with the end product but had to be especially made in order to manufacture this product. This needs to be included on the invoice separately.

4. Type defaults to Invoice adjustments. Select another type from the drop down list if required

5. Adj defaults according to the Type selected in the previous field. Select a different adjustment from the drop down list if required

6. +\- defaults to Addition. Select Deduction from the drop down list if required

7. Enter Desc. This is a brief description of the adjustment

8. Enter Unit Val if the adjustment is worked out as a specific set amount on each single item

9. Curr defaults to the Invoice Currency as entered on the previous window

10. Enter % if the adjustment is to be worked as out as a percentage of the invoice total. Enter this field only if Unit Val has not been entered

11. Total Val will default only if the % field has been entered. This field needs to be manually entered if Unit Val was entered previously. This will be the total value of the adjustments for all items. For example if the unit value was entered as 10.00 and there are 10 packages, then the total value would be entered as 100.00


13. Click on the REMOVE AN ADJUSTMENT icon to remove an adjustment line. Ensure that the line item is selected first. A message will be displayed asking you if you are sure you want to remove this line? Click on the YES button to continue or click on the NO button to cancel

14. Enter Misc Notes if required

15. Enter Refs if required, to relate these adjustments to any subsequent documentation. Click on the ADD A REFERENCE icon

Type defaults to Purchase Order Number. Click on the drop down arrow to select a different type if required

Enter Ref. This can be 25 alpha numeric characters in length

Click on the REMOVE A REFERENCE icon to remove a reference. A message will be displayed asking if you are you sure you want to remove this reference? Click on the YES button to continue or click on the NO button to cancel

16. It is not necessary to save this popup. Clicking on the X in the top right hand corner or clicking on the CLOSE FORM icon will automatically save the information entered. If information has been entered in error, you will have to delete each line item and then close the popup

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Mail

Unsolicited Text Message

Unsolicited text messages are used to send voluntary messages via CCSUK to Agents

1. Use the menu path: File > Mail > Unsolicited Text Message

2. The Unsolicited Text Messages window will be displayed, defaulting to the Message Log tab

3. On this tab you are able to view messages both sent (Outbox) and received (Inbox). They should appear in date order with the most recent message at the top of the list

4. To read the contents of a message, select the message and click on the Message Details tab. When a new message is received the Read checkbox will be blank.

5. When you have finished reading the message click on the Message Log tab. Once you exit the message (by clicking on another message in the list) the Read box will now be checked

6. Click on the NEW MESSAGE button to create a new message. The focus will move to the Message Details tab

7. Select To by clicking on the drop down arrow

8. Enter Subject

9. Enter Message Content. The maximum message length is 19 lines


11. The sent message will appear in the Outbox

12. Include Internal System Messages defaults to unchecked. Check if you wish to see all internal system messages generated

Note: Clicking on the headings within the Inbox and Outbox will sort the contents accordingly. It is possible to sort according to the following:

From / To – will group all messages alphabetically according to whom they have been received from, or sent to

Subject – will group all messages alphabetically according to subject

Date Time – will group all messages in numerical order according to date

Type - will group all messages according to type. Click here for an explanation of the various types of messages

Read - will group all messages according to whether they have been read or not


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Fallback

Fallback Overview

The Fallback option on the menu bar is used to perform Associations and send Arrival and Departure messages as a back up option should a system operator’s normal systems be unable to communicate with CHIEF

NES Declaration Associations

Associations

1. Use the following menu path: Fallback > NES Declaration Associations


3. Click on the ASSOCIATE button to associate the DUCR to the MUCR

4. Enter Decln UCR

5. Enter Part No. if required. This is the declaration part number

6. Enter Master UCR



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Disassociations



3. Click on the DISASSOCIATE button to disassociate the Declaration UCR from the MUCR

4. Enter Decln UCR

5. Enter Part No. if required. This is the declaration part number



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Closing the Master UCR



3. Click on the CLOSE MASTER UCR button

4. Enter Master UCR


6. A warning popup will be displayed telling you that once a MUCR has been closed it cannot be reopened. Do you wish to continue? Click on the YES button to continue or click on the NO button to cancel


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NES Arrivals / Departures

Arrivals

1. Use the following menu path: Fallback > NES Arrival / Departure

2. The NES Arrival / Departure window will be displayed

3. Click on the ARRIVAL button. This will activate all fields on the window

4. * Enter Declaration UCR or Master UCR (only one of these field needs to be entered)

5. Enter UCR Part No if required

6. * Select Airport by clicking on the drop down arrow. This is the airport of origin

7. * Select Shed by clicking on the drop down arrow. This is the shed code. If Airport was selected above then this field will default

8. Enter Arrival date in the format DD/MM/YYYY if required

9. Enter Arrival Time in the format HH:MM if required

10. Enter Movement Ref if required

11. * Enter Origin. Type a ? in this field for a list of origin codes

12. Enter Transport Nationality

13. * Enter Destination. Type a ? in this field for a list of destination codes

14. Select Transport Mode by clicking on the drop down arrow, if required. This is the mode of transport, for example rail, road or sea

15. CT Status will default to X. Change if required. This is the Community Transit Status

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16. Select Master Opt by clicking on the drop down arrow. This is the level at which entry details are returned as a result of an arrival message for a consolidation

A = Returns route and status for all entries

F = returns full details for all entries

R = returns the most severe route for a consignment and the most significant status

X = returns route and status details of consignments that are not 'permitted to progress'



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Departures

1. Use the following menu path: Fallback > NES Arrival / Departure

2. The NES Arrival / Departure window will be displayed

3. Click on the DEPARTURE button. This activates the fields on the window

4. * Enter Declaration UCR or Master UCR (only one of these field needs to be entered)

5. Enter UCR Part No if required

6. * Select Airport by clicking on the drop down arrow. This is the airport of origin

7. * Select Shed by clicking on the drop down arrow. This is the shed code. If Airport was selected above then this field will default

8. Enter Departure date in the format DD/MM/YYYY if required

9. Enter Departure Time in the format HH:MM if required

10. Enter Transport ID if required

11. Enter Transport Nationality if required

12. Select Transport Mode by clicking on the drop down arrow if required. This is the mode of transport, for example rail, road or sea



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ERTS Inter-Shed Removal

An Inter-shed Removal allows consignments to move between Customs approved Transit sheds prior to Customs Clearance

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Because this functionality can also be used as part of Fallback, it can be accessed from the Fallback menu. In this instance none of the fields will be populated and should be entered.

Use the menu path: Fallback > Inter-Shed Removal

If you enter a Master Air Waybill that does not exist you will receive a system message stating that the Air Waybill number has failed the "Check Digit" validation. The record first needs to be created and exist on the GeMS database before an inter-shed removal can be performed



3. Either open an existing ERTS Consignment or create a new one (See Creating a Basic ERTS Consignment)


5. Click on the ISR (Inter Shed Removal) button

6. The Inter-Shed Removal window will be displayed

7. The following details will default if relevant to the consignment being moved (or should be entered if accessed from the Fallback menu option)

Shed

AOR (Airport of Receipt)

MAWP (Master Air Waybill Prefix)

MAWN (Master Air Waybill Number)

House

SRF (Split reference)


8. Enter New Shed. This is the 3 digit shed code


10. The Customs Status column on the ERTS Consignment List will show OK to transfer to shed and an outgoing message will be displayed in the Action Log.

Note: Status 1 (goods received) needs to be set before an inter-shed removal can be done successfully

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CCS-UK Airline Fallback

CCS-UK Airline Fallback

Under normal circumstances Inventory record administration messages are received from an airline or transit shed operator system.

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However, in fallback these messages are received from the users GeMS system and not the airline system

As soon as normal operations resume CCS-UK need to be advised of this

As an Agent you have to be specifically licensed to be able to perform Airline Fallback functions

1. Use the following menu path: Fallback > CCS-UK Airline Fallback

2. The Consignment List window will be displayed

3. It is possible to search for an airline fallback record by using the filters located in the Header. Enter any of the following:

Job Reference

Shd (Shed code)







Carr (Carrier Code)

Flt No.

Flt Date

4. Click on the FIND A RECORD icon in the toolbar to search

Note: The list should dynamically filter as you type, when entering the Job Reference, MAWB and HAWB fields



7. Include consignment finalised in last defaults to the last eight days. Click on the spinner to increase or decrease this number and click on the REFRESH FORM icon in the toolbar to update the list accordingly

8. Click on the NEW RECORD icon on the toolbar to add a new airline fallback record

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Creating an Airline Fallback Consignment

1. Use the following menu path: Fallback > CCS-UK Airline Fallback

2. The Consignment List window will be displayed

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3. Click on the NEW RECORD icon on the toolbar

4. The Consignment Details window will be displayed





9. * Enter AOO. This is the airport of origin and must be outside of the United Kingdom




13. NPD (number of packages delivered) will be completed when the 'Goods Out' form is completed

14. * Enter GWT. This is the gross weight. The second part of this field will default the unit of measure, e.g., K for Kilogram








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20. Agt Code defaults to the current Agent. This is the nominated Agent code and can be changed if required

21. Enter St 2. Enter Y for Yes or N for No. Status Two is a withholding status. If a record does not have status two and clearance and Status one is achieved a Release note will not be produced.








24. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT button to save the details and create the basic ERTS consignment

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Queries

Query Airline / Shed

1. Use the following menu path: Queries > Query Airline / Shed

2. The Carrier / Shed System Interrogation window will be displayed defaulting to the AWB List tab. All Air Waybills that have previously been queried for which responses are still being awaited will appear in this list

3. Select Carrier or Shed/Airport Code from the drop down list. This will be the two or three character Carrier code or three letter shed code followed by the three letter airport code

4. Enter AWB. This is the Air Waybill number

5. Click on the QUERY AIRLINE button

6. A system message will be displayed stating that a CIMFSR message has been sent to the airline


8. Click on the Status Text tab to view any information relating to the query sent

9. Click on the REFRESH button to refresh the grid and update the status, if applicable

10. To query another airline, click on the CLEAR FILTER button and re-enter the details as explained above.


12. Click on the DELETE RECORD icon (in the toolbar) to remove any superfluous records. A message will be displayed stating are you sure you want to delete this query? This action will NOT cancel your interrogation request with the airline / shed. Click on the YES button to delete the record or click on the NO button to cancel

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Flight Availability

Flight availability allows the User to request flight information available for specific requirements such as airport of departure, airport of arrival as well as if there is space available on the flight for a specific weight

1. Use the following menu path: Queries > Flight Availability

2. The Flight Schedule / Availability Response window will be displayed

3. Enter Airline. This is the two digit airline code

4. Enter Org Apt. This is the three digit code of the Airport the flight is to depart from

5. Enter Dest Apt. This is the three digit code of the Airport for the flight destination

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6. Enter Date of Departure in the format DD/MM/YYYY. This is the departure date of the flight being queried

7. Enter Date of Arrival in the format DD/MM/YYYY. This is the arrival date of the flight being queried

8. Click on the QUERY AIRLINE button to send the query to the airline

9. Click on the RETRIEVE DATA button to retrieve the details for which the query has been sent and see the response from the airline in the Response Status field

Note: The top grid displays all of the Flight Availability requests that are currently being held in the system. This includes all those where responses have been returned and those awaiting response. The bottom grid will display all flights from the origin airport to the destination airport on or after the requested date.

10. To query a subsequent flight click on the CLEAR FILTER button and re-enter the information as described above

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Space Allocation

Space Allocation Details

1. Use the following menu path: Queries > Space Allocation Request

2. The Space Allocation Details window will be displayed showing all existing space allocations that have already been requested

3. It is possible to search for an entry for which a space allocation has been sent. To do this enter the following:

Air Waybill Number

Origin Apt. This is the airport of origin

Destination Apt. This is the destination airport

Note: As you type the system will automatically filter the list according to the details entered in the fields

4. Click on the CLEAR FILTER button to clear the filter

5. To see the flight details select a line item and the information will be displayed in the grid below the list of entries

6. Click on the DELETE RECORD icon (in the toolbar) to remove any superfluous records. A message will be displayed asking if you ar sure you want to delete this entire Space Allocation Request? This action will NOT cancel your request with the airline. Click on the YES button to confirm or click on the NO button to cancel

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Space Allocation Request

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This form allows the user to request space allocation on an airline

The user would key in all relevant information such as flight details and details of the consignment to ensure that the export job would be allocated a space on board this flight

1. Use the following menu path: Queries > Space Allocation Request

2. The Space Allocation Details window will be displayed

3. Click on the NEW RECORD icon to create a new space allocation request

4. The Space Allocation Request window will be displayed

5. Enter Code of Airline to Query

6. Enter MAWN. This is the Master Air Waybill number


8. Enter AOD. This is the airport of departure

9. Select SDC from the drop down list. This is the shipment description code

10. Enter NOP. This is the number of packages

11. Enter Total NOP. This is the total number of packages

12. Enter Weight/Code. The first part of the field is the weight. In the second field click on the drop down arrow to select the weight code

13. Enter Volume/Code. This first part of the field is the volume. In the second field click on the drop down arrow to select the volume code

14. Enter Density Group

15. Enter Spl. Handling Codes. This is the special handling code.


17. The Booking Reference tab is the default tab

18. Under Requesting Office Message Address enter Booking Apt

19. Enter Office Func. Designator

20. Enter Company Designator

21. Under Requesting Office Message Identification enter Participant ID

22. Enter Participant Code

23. Enter Participant Airport

24. Enter Booking File Ref

25. Click on the Flight Details tab

26. Click on the ADD A NEW LINE icon to add a space allocation request

27. Enter C. Code. This is the three digit carrier code

28. Enter Flt. No. This is the flight number

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29. Enter Flight Day. This is the day of the month on which the selected flight is expected to depart

30. Select Flight Month from the drop down list


32. Enter AOR. This is the destination airport

33. Enter S. A. Code. This is the space allocation code and can be one of the following:

XX - Cancel any previous space allocation

SS - Reporting Sale

NA - Requesting Space Allocation - Will accept alternative

NL - Requesting Space Allocation - For Wait List

NN - Requesting Space Allocation - Will not accept alternative

CA - Selling space allotment against allotment

34. Click on the SAVE CURRENT LINE icon to add the request

35. To delete a request select the line item and click on the DELETE CURRENT LINE icon

36. Click on the ULD Description tab.

37. Click on the ADD A NEW LINE icon to add a unit load device description

38. Enter Type. This is the unit load device type

39. Enter Serial No. This is the unit load device serial number

40. Enter Owner. This is the unit load device owner code

41. Select Loading by clicking on the drop down list. This is the loading indicator

42. Enter Wgt. This is the weight

43. Enter Wgt C. This is the weight code and is the unit of weight, e.g., k for kilograms

44. Click on the SAVE CURRENT LINE icon to add the description

45. To delete a ULD description select the line item and click on the DELETE CURRENT LINE icon

46. Click on the Dimensions tab

47. Click on the ADD A NEW LINE icon to add the dimensions of the shipment

48. Enter NOP. This is the number of packages

49. Enter Wgt. This is the weight

50. Enter Wgt C. This is the weight code and is the unit of weight, e.g., k for kilograms

51. Enter Unit. This is the unit of measurement and can be found in Standing Data

52. Enter Length

53. Enter Width

54. Enter Height

55. Click on the SAVE CURRENT LINE icon to add the dimensions

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56. To delete the dimensions select the line item and click on the DELETE CURRENT LINE icon

57. Click on the TRANSMIT MESSAGE TO DESIGNATED RECIPIENT icon to send the space allocation request

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Query CCS-UK Database

This transaction is used to interrogate CCS-UK

This functionality gives an Agent the ability to query any record within the CCS-UK database

1. Use the following menu path: Queries > Query CCS-UK Database

2. The Interrogation of CCS-UK Central Database window will be displayed defaulting to the Consignment List tab. This window will list all previous queries that have been made

3. Enter Shed. This is the 3 digit shed code

4. Enter AOR. This is the Airport of Arrival

5. Enter Master Air Waybill. This is the Master Air Waybill number



8. Enter Since in the format DD/MM/YYYY to list all records matching the criteria since a specific date

9. Click on the QUERY button to query the Master Air Waybill

10. A message will be received back from CCS-UK and the status of the entry will be shown in the Display Text field


12. To query a subsequent entry left click on the CLEAR button to clear the contents of the fields and re-enter the information as described above. To resynchronise the list with the server, right click on the CLEAR button. This will refresh the list ensuring that the most current list is displayed

13. If the list of queried consignments is becoming too long, it is possible to delete items in this list. Select the query to be deleted and click on the DELETE RECORD on the toolbar. A message will be displayed asking you if you are sure you want to delete this query? This action will not cancel your interrogation request with CCSUK. Click on the YES button to delete the query or click on the NO button to cancel


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Standing Data

Standing Data - Overview

Standing Data is a selected Data set within GeMS that is used for validation, for example any country code used in a Job or declaration must exist in GeMS standing data. A default, current data set (kept up to date by ASM) is included in the software.

The options you see in Standing Data will depend on the rights of the individual user as assigned in User Manager by the System Administrator (usually the person who installs / maintains the system)

When you click on Standing Data menu option, you are given the following three options:

ASM Message Routing

Validation Codes

Data Maintenance

ASM Message Routing

ASM Message Routing gives you information regarding the route in which messages are transmitted to and from Customs. This should only be used with advice from the ASM Helpdesk

Message routing dictates the way messages are built and whether it is possible to send messages to or from the selected record

Routing configuration can be added and maintained here for both inbound and outbound messages

1. Use the following menu path: Standing Data > ASM Message Routing

2. The Message Routing window will be displayed

3. The left pane displays all agents, airlines, TSOs, ERTs and DEPs that have had messages configured

4. Click on the NEW RECORD icon to create a new record, e.g., a new airline has been added and it is essential that you are able to send messages to them immediately. You would therefore have to create this record. Under normal circumstances you would receive all this information via an upgrade from ASM

5. Routing Code defaults to the Routing Type selected in the next field. This will automatically update according to what is selected in Routing Type. This code needs to be at least 5 characters in length and should always contain the default prefix

6. Select Routing Type by clicking on the drop down arrow

7. If you change the Routing Type from what the default is a system message will be displayed asking if you are sure you want to change the Routing Type? Clicking YES will clear the existing message configuration for this route.

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8. Click on the YES button to continue or click on the NO button to cancel

Note: A default set of messages will already be selected and checked in the columns titled Processed and Supported

9. Enter Name. This is the Agent Name, Carrier, etc.

10. Enter PIMA Address

11. Enter Badge Code

12. Select Host by clicking on the drop down arrow

13. Select Gateway by clicking on the drop down arrow

14. Enter Routing Address only if Email Gateway has been selected in the field above

15. Scroll through the list of messages and select which ones should be processed by clicking in the checkbox under the Processed column

16. Processed messages will automatically show as checked in the Selected column



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AWB Stock Maintenance

If an Air Waybill needs to be issued there either has to be stored Air Waybill stock or a single Waybill available to be entered

In order for Air Waybill numbers to be stored in the software, a designated Airline needs to have issued a batch of neutral Air Waybills

1. Use the following menu path: Tools > AWB Stock Maintenance

2. The AWB Stock Maintenance window will be displayed

3. Click on the + adjacent to the required airline to expand the contents

4. If there are no Air Waybills in stock, a line under the airline name will be displayed stating No Air Waybill Stock

5. If there is available stock these will be listed in ranges of air waybill numbers. Select a range by clicking on it to display each Air Waybill in the right hand side of the window. If the Air Waybill has been issued, the ISSUED icon will appear next to it

( ). If the Air Waybill has not been issued, the NOT ISSUED icon will appear next to

it ( )

6. If an Air Waybill has been issued, the Airport of Origin, Airport of Destination and Job Reference will be displayed

7. Ensure that the required Airline is highlighted


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9. Enter First AWB. This will be the first Air Waybill number within the range being created. The airline prefix will automatically default

10. Enter Last AWB. This will be the last Air Waybill number within the range being created

11. Select No. Issued if you would prefer to enter the number of Air Waybills issued from the first number and not the range. The highest number of Air Waybills issued in one range can be 9000

12. Click on the SAVE CHANGES icon and the system will calculate the amount of Air Waybills that have been issued

13. A popup will be displayed confirming the number of Air Waybills you are about to create and asking you if you are sure you wish to continue. Click on the YES button to confirm or click on the NO button to exit

14. The new Air Waybills will be displayed with a NOT ISSUED icon adjacent to it

15. The Used field indicates the number of Air Waybills that have been used

16. The Remaining field indicates the number of Air Waybills remaining


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Validation Codes

Validation Codes - Overview

Validation codes are a set of records used to validate fields in Customs declarations

The software comes complete with values from the Customs Tariff and IATA Cargo IMP Manual

Validation Codes, which can be added from here, should only be used under advice from ASM Helpdesk

Validation Codes are divided into categories. Within these categories are codes which have been set up to denote various information: For example Charge Codes contain specific codes relating to All Charges Collect, All Charges Collect by Credit Card, Destination Collect Credit, etc. Each code has a description, a value and a scope of whether it relates to Imports or Exports

Adding Validation Codes

1. Use the following menu path: Standing Data > Validation Codes

2. The Validation Codes window is displayed

3. Select the main code heading for which a new category code is to be added


5. The type of code being created will default at the top of the form

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6. Enter Description. The description should describe the code being created

7. Enter Value. This is a 3 letter code

8. Enter Scope by selecting either Imports or Exports, or both if applicable


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Editing Validation Codes


2. Expand the list of codes under the required heading

3. Select the code to be edited and click on the ENTER EDIT MODE icon

4. Make the changes as required and click on the SAVE CHANGES icon

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Deleting Validation Codes


2. Expand the list of codes under the required heading

3. Select the code to be deleted and click on the DELETE RECORD icon

4. A message will be displayed confirming that you want to delete this record.

5. Click on the YES button to confirm deletion or click on the NO button to cancel

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Declaration Templates

Only Agents who are licensed for entry build-up will have access to template creation and maintenance

This functionality allows a user to create and store templates that consist of:

A complete declaration. This could contain one or more declaration items

Individual declaration items

It allows the user to recall the template for incorporation into a declaration

Templates can be accessed from three locations:

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From within a declaration From the Header tab click on the LOAD TEMPLATE button to load an existing full entry template. Click on the SAVE TEMPLATE button and fill in the required fields to save a full entry template. On the Item tabs, click on the LOAD ITEM TEMPLATE button to load an existing item template. Click on the SAVE ITEM TEMPLATE button and fill in the required fields to save the item entry template.

From within Client maintenance in Standing Data Use the menu path: Standing Data > Client Maintenance. Click on the Declarations tab. Click on the TEMPLATES... button to load the Declaration Template List and follow the instructions outlined below

From within Declaration Templates in Standing Data (see below)

1. Use the following menu path: Standing Data > Declaration Templates

2. The Declaration Template List window will be displayed listing all templates that have already been created

3. It is possible to filter this list by entering the fields in the Header:

Name - the unique name given to the template

Shipper S/C - Shipper Short Code

Shipper

Consignee S/C - Consignee Short Code

Consignee

Type - Select Full for a full declaration template, or item for templates of individual items

Use - Select either Export or Import

4. Click on the CLEAR FILTER icon to clear the filter and return the list to its original state

5. Include templates where no shipper or consignee is specified defaults to checked. Uncheck if you would only like the list to display templates that have either a shipper or consignee entered into the corresponding field

6. Click on the NEW RECORD icon to create a new template

7. The Declaration Template List popup will be displayed asking which type of declaration do you wish to create a template for? Click on the EXPORT button to create an export template, click on the IMPORT button to create an import template or click on the CANCEL button to exit

8. Depending on the selection made above, the Export / Import Declaration Template window will be displayed

9. Complete the declaration template as required. Click here for a list of fields that should not be stored in the template (these values will continue to be populated from the default values)


11. The Save Template popup will be displayed

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12. Enter Shipper Shortcode if you would like this template to be relevant to a particular Shipper. Click on the DELETE icon to remove this shortcode if required (click on the REDO button to reinsert the original Shipper Shortcode into this field)

13. Enter Consignee Shortcode if you would like this template to be relevant to a particular Consignee. Click on the DELETE icon to remove this shortcode if required (click on the REDO button to reinsert the original Consignee Shortcode into this field)

14. Enter Template Name. This is a unique name given to each template

15. Include Value data defaults to checked. Uncheck if you do not wish the template to store any value data (this is information that is stored on the Value Build Up tab within the declaration)

16. Click on the SAVE button to save the template or click on the CANCEL button to exit without saving

17. The newly created template will now appear in the template list

0.

Data Maintenance

Displaying and finding data Data Maintenance is used to store information for the following:

Agents

Carriers

Countries & Ports

Sheds

Local Customs Offices

Import and Export CPC Codes

Clients

Triggers

Warehouse Locations

Country Groups

Tariff Chapters

NCTS Offices

Kind of Packages

1. Use the following menu path: Standing Data > Data Maintenance

2. To expand each item click on the + next to the required item. All entries within a specific category will be displayed

3. Scroll through the list to locate a specific entry

4. Alternatively click on the FIND A RECORD icon

5. The Search popup will be displayed

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6. Enter Find What. This can either be the name or part of the name or even the first letter (wild card searches are not permitted)

7. In the In field click on the drop down arrow to select where you would like to run your search

8. Click on the FIND button to start your search or click on the CANCEL button to exit

9. The database will skip to the entry that closest matches your search criteria

10. It is also possible to right click on a top level item within the list. The following options will be available:

0.

Search... - allows you to find a record as explained above

Filter... - allows you to filter the list. Enter details in the right hand pane and click on the SET FILTER icon in the toolbar. The list will be filtered according to the criteria entered. To clear the filter click on the SET FILTER icon again

Sort by - sorts the list by Name or Code

Expand - expands the list to display all items

Collapse - collapses the list to show only the top level item

Adding an Agent


2. Select the Agents Category


4. * Enter Agent Code

5. * Enter Airport Code

6. Enter Agent Type by clicking on the drop down arrow, if required

7. * Enter Agent Name



10. Enter Telephone No. if required

11. Enter Fax Number if required

12. Enter EMail if required

13. Enter Default St2 if required, and if the Agent is an ERTS. Enter Y for Yes or No for No. The entry here will default into the Status 2 field on the ERTS Consignment Details window.

14. The CREATE SUPPLIER button will only be enabled when the record is not in Edit mode. Click on the CREATE SUPPLIER button to create a Supplier based on this Agent record. The Supplier Maintenance window will be displayed. Create the

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Supplier. Certain information will default from the Agent record. Once saved the Supplier shortcode and Name will default into the Supplier field on this window

15. The CREATE CLIENT button will only be enabled when the record is not in Edit mode. Click on the CREATE CLIENT button to create a Client based on this Agent record. The Client Maintenance window will be displayed. Create the Client. Certain information will default from the Agent record. Once saved the Client shortcode and Name will default into the Client field on this window

16. Click on the SAVE CHANGES icon to save the new record

17. Collapse and expand the list again to view the new record that has just been added

0.

Adding a Carrier


2. Select the Carriers category


4. * Enter Carrier Code. This is the code applied to all carrier names, e.g., BA for British Airways

5. * Enter Carrier Name. This is the name of the carrier, e.g., British Airways

6. * Enter Carrier Prefix. This is the 3 digit prefix that will appear on all carrier documentation such as the air waybill or tickets. For example, British Airways has a carrier prefix of 125

7. Enter Address Line if required


9. Enter State / County if required


11. Enter Country Code if required. The country name will default into the second part of this field

12. Enter Contact Number if required

13. Enter ICAO Carrier Code. This is the 3 digit International Civil Aviation Organisation designator for each aircraft flying to an international destination

14. To import an Insignia, click on the IMPORT button. Navigate to the relevant location, select the required file and click on the IMPORT button. The logo will now appear in the Insignia field, and will appear on any relevant documentation

15. To clear an insignia that has been imported, click on the CLEAR button

16. Check CCS-UK SPCS (AMS) Service if the Carrier is to be configured for the US Automated Manifest System

17. Check Send FHL (Consolidation List) if this Carrier should send an FHL message to Customs

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18. None defaults to checked. This means that the Carrier is not part of the SPCS Service and does not need to send FHL messages

19. Check Send FWB (Master Air Waybill data) if required. The Carrier needs to be configured in Data Routing for CIMFWB Messages

20. Check Print Plain Paper Master AWB if plain paper Master Air Waybills are to be printed for this Carrier. If neutral Air Waybills are to be used then this must not be checked

21. Check Print Plain Paper House AWB if plain paper House Air Waybills are to be printed for this Carrier. If neutral Air Waybills are to be used then this must not be checked

22. The CREATE SUPPLIER button will only be enabled when the record is not in Edit mode. Click on the CREATE SUPPLIER button to create a Supplier based on this Carrier record. The Supplier Maintenance window will be displayed. Create the Supplier. Certain information will default from the Carrier record. Once saved the Supplier shortcode and Name will default into the Supplier field on this window

23. Click on the SAVE CHANGES icon to save the new Carrier Record

0.

Adding a Country & Port


2. Select the Countries & Ports category


4. * Enter Country Code. This is the two letter code for each country as designated by IATA

5. * Enter Country Name

6. Enter Currency Code if required. This is the code as designated by the United Nations

7. Enter Currency Name if required

8. Enter Country Group Indicators if required. This is the indicator as designated by the United Nations

9. To add UN Location Codes information, click on the ADD LOCATION icon in the UN Location Codes grid. The fields that need to be entered will appear at the bottom of the window

10. The beginning two letters of the Locode field will default from the Country Code entered above. Add the subsequent 3 letters to indicate the location within the country specified, e.g., GB LON for United Kingdom, London

11. Enter IATA code if required

12. Enter Location Name if required

13. In the Function field, select one or more of the icons to specify the function that this port / country is going to fulfil:

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Click on the icon to select the Maritime function

Click on the icon to select the Rail function

Click on the icon to select the Road function

Click on the icon to select the Airport function

Click on the icon to select the Border Crossing function

14. The CHIEF field is not used at present

15. The Consol field is not used at present

16. Click on the ACCEPT LOCATION button. The information entered above should now default into the UN Location Codes grid

17. To add subsequent UN Location Codes information, click on the ADD LOCATION button and follow the steps as outlined above

18. To delete a record, select it and click on the DELETE SELECTED LOCATION icon. A message will be displayed asking if you want to delete this location. Click on the YES button to confirm or click on the NO button to cancel

19. Once all the various location codes have been entered, click on the SAVE CHANGES icon to save the Country / Port record

20. Click on the FIND LOCATION icon to search for a port / airport name

Note: To search for a port / airport name, the Countries / Port category needs to be expanded and the first item in the list selected. This will enable the FIND LOCATION icon

21. The Search popup will be displayed

22. Enter Find What

23. Select In by clicking on the drop down arrow

24. Click on the FIND button to search or click on the CANCEL button to exit

25. If the port does not exist in the first item in the list a message will be displayed stating that the location does not exist in this country. Would you like to search all countries? Click on the YES button to search all countries or click on the NO button to cancel the search

26. Clicking YES will return the focus to the first instance of where that port has been found

27. Click on the SORT button to sort the ports in ascending order

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Adding a Shed


2. Select the Shed category


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4. * Enter Shed Code. This is the 3 letter code that has been designated to a particular shed

5. * Enter Shed Name

6. * Enter Airport Code

7. Enter Shed Location if required

8. Enter CSP Inventory if required. This is the Community Systems Provider code used to record and control the movement of goods and related information to/from/in a particular location


10. Enter Postcode if required

11. Enter Telephone if required


13. The CREATE SUPPLIER button will only be enabled when the record is not in Edit mode. Click on the CREATE SUPPLIER button to create a Supplier based on this Shed record. The Supplier Maintenance window will be displayed. Create the Supplier. Certain information will default from the Shed record. Once saved the Supplier shortcode and Name will default into the Supplier field on this window

14. Click on the SAVE CHANGES icon to save the new Shed details

0.

Adding a Local Customs Office


2. Select the Local Customs Offices category


4. * Enter Customs Unit. This is a 4 digit number.

5. * Enter EPU Number. This is the 3 digit Entry Processing Unit Number and is the same number as the Customs Unit number, but dropping the first digit

6. * Enter Name. This is the Local Customs Office full name




10. Enter Post code if required


0.

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Adding a CPC Code - Imports


2. Select the CPC Codes – Imports category


4. Enter CPC Code. This is a 6 digit Central Product Classification code instituted by the UN

5. Enter Description of the CPC code

6. Select CPC Entry Type by checking one or more of the following check boxes:

SAD – Single Administrative Document

WRD – Warehouse Removal Declaration

SDI – Supplementary Declaration Imports

SDW – Supplementary Declaration Warehouse



7. Enter Tax Types. This is the type of tax on the code, for example, Customs duty or VAT, etc.

8. Enter CPC Series. This is the series into which the specific CPC code originates

9. Select Requires Warehouse code and address if this CPC code requires the information to be supplied within the declaration

10. Select Requires LCO address if this CPC code requires the information to be supplied with the declaration

11. Select Simplified Procedure from the drop down list if the CPC code will be used for Simplified procedures, e.g., CFSP

12. Click on the SAVE CHANGES icon to save the new CPC code

0.

Adding a CPC Code - Exports


2. Select the CPC Codes – Exports category


4. Enter CPC Code. This is a 6 digit Central Product Classification code instituted by the UN

5. Enter Description of the CPC code

6. Select CPC Entry Type by checking one or more of the following check boxes:

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PLE – Pre Shipment Entry Local Clearance Procedure

PSE – Pre Shipment Entry

SDE – Supplementary Declaration for Exports

FDE – Full Declaration

CRE – Clearance Request for Exports

7. Enter Tax Types. This is the type of tax on the code, for example, Customs duty or VAT, etc.

8. Enter CPC Series. This is the series into which the specific CPC code originates

9. Select Requires Warehouse code and address if this CPC code requires the information to be supplied within the declaration

10. Select Requires LCO address if this CPC code requires the information to be supplied with the declaration

11. Select Simplified Procedure from the drop down list if the CPC code will be used for Simplified procedures, e.g., LCP

12. Click on the SAVE CHANGES icon to save the new CPC code

0.

Adding a Trigger


2. Select the Triggers category


4. Enter Process

5. Enter Description

6. Enter Object

7. Enter Method


9. Click on the SAVE CHANGES icon to save the Trigger

0.

Adding a Warehouse Location


2. Select the Warehouse Locations category


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4. Select Shed/Airport by clicking on the drop down arrow

5. Enter Location Code. This is the code for the specific location in the warehouse


7. Select Active Location if this location is currently active. To disable a Warehouse location ensure that this box is unchecked

8. Click on the SAVE CHANGES icon to save the new Warehouse details

0.

Adding Country Groups


2. Select the Country Groups category


4. Enter Group Code

5. Enter Group Name

6. Enter Group Description

7. Enter List of Countries

8. Click on the SAVE CHANGES icon to save the new Country Group

0.

Adding Tariff Chapters


2. Select the Tariff Chapters category


4. Enter Chapter

5. Enter Section


7. Click on the SAVE CHANGES icon to save the new Tariff chapter

0.

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Adding an Adding an NCTS Office

1. Use the following menu path: Standing Data > Data Maintenance...

2. Select the NCTS Offices category


4. * Enter Customs Office Reference. This is the NCTS Office reference

5. Enter Main Office Reference. If the NCTS Office is part of a group, enter the Main Office reference here

6. Enter Higher Authority Reference. If the Main Office is governed by a higher authority, enter this reference here

7. * Enter Office Name. This is the full name of the NCTS Office

8. Enter Address. This is the physical address of the NCTS Office

9. Enter Post Code

10. * Enter Country Code. This should be a 2 character valid country code

11. Enter Telephone. This is the contact telephone number for the NCTS Office

12. Enter Fax

13. Enter Email. This is the email address for the point of contact at the NCTS Office

14. Enter UN Locode. This is the UN Location Code

15. Enter Geographical Information. This could be border or frontier information, for example

16. Enter Valid From in the format DD/MM/YYYY. This is the date that the NCTS Office is valid from

17. Enter NCTS Entry Date in the format DD/MM/YYYY. This is the date that the NCTS Office started using NCTS

18. Click on the SAVE CHANGES icon to save the new NCTS Office

0.

Adding a Kind of Package


2. Select the Kind of Packages category


4. Enter Code. This is the code for the type of package being created

5. Enter Short Description. This is a concise description that will be used in listing the package type

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6. Enter Description. This is the full length description

7. Click on the SAVE CHANGES icon to save the new package type

0.

Editing an existing Record


2. Expand the required category and select the record to be edited



5. Click on the SAVE CHANGES icon to save the changes made to the record

0.

Deleting an existing Record


2. Expand the required category and select the record to be deleted

3. Click on the DELETE RECORD icon

4. A message will be displayed asking you to confirm deletion

5. Click on the YES button to delete the record or click on the NO button to cancel

0.

Client Maintenance

Client Maintenance - Details Note: If you are creating a Client from within a Job please start at step 5.

1. Use the following menu path: Standing Data > Client Maintenance

2. The Client Maintenance window will be displayed defaulting to the Details tab

3. In the left hand pane a list of all current Clients will be displayed. These can be filtered by selecting one of the following options:

View Import Clients Only

View Export Clients Only

View Both (defaults to selected)

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5. * In the Header, enter Short Code

6. * Enter Name. This is the full trading name of the company

7. * On the Details tab, enter Address

8. Owner defaults to the Agent code




12. * Enter Country. This is the two digit Country code

13. Enter Tel if required. This is the daytime contact telephone number

14. Enter Mob if required. This is the contact Mobile number

15. Enter Fax if required. This is the business fax number

16. Enter E-Mail if required. This is the contact e-mail address

17. Enter Airport code if required. This is the 3 digit airport code, e.g., LHR for London Heathrow

18. Enter Account No. if required

19. Enter IATA Account No. if required. This is the Customer’s International Air Transport Association details

20. Enter SITA, if required. This is the airline telecommunications network number

21. Enter CASS if required. This is the Cargo Account Settlement System number

22. Enter TURN. This is the 12 digit Traders Unique Reference number associated with the Customer

23. Enter Comments if required

24. * Select Import Client if the Customer is being set up for Imports

25. * Select Export Client if the Customer is being set up for Exports

Note: It is possible to set up a single Customer for both Imports and Exports. Select both boxes to do this

Note: If minimal information is keyed into the system Customer record, only minimal

information will be displayed and printed on any system form or generated reports. For example a full name and address will only appear on the SAD copy 3 if the full details are included in the Customer file

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Client Maintenance - Job Costing

1. Click on the Job Costing tab

2. Select Terms for freight etc. invoices by clicking on the drop down arrow

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3. Select Terms for Duty/VAT Invoices by clicking on the drop down arrow

4. Enter % charged for adv of Duty/VAT. This is the % that the Client will be charged for the advancement of Duty / VAT

5. Enter Min charged for adv of Duty/VAT. This is the minimum charged for the advancement of Duty / VAT

6. Check Separate Invoice for Duty/VAT only if a separate invoice for these charges is required

7. Check Charge Duty Advancement Fee if the duty advancement fee indicated above is to be charged

0.

Client Maintenance - Addresses

1. Click on the Addresses tab

2. Click on the ADD ADDRESS icon to add a new address. To delete an existing address, select one from the drop down list and click on the DELETE ADDRESS icon

3. * Enter Description. This would be used to describe the address being created, e.g., Air Waybill address and can be a maximum of 30 alpha numeric characters long. Once entered this will default into the first field at the top of the window. This drop down list can then be used to select previously saved addresses

4. * Enter Address




8. * Enter Country Code. This is the two digit country code, e.g., GB for Great Britain

9. Enter Tel if required

10. Enter Mob if required


12. Enter E-Mail if required

13. Customer defaults to selected, indicating that this is the default address. Select one or more of the following options to specify where this address will appear:

0.

Air Waybill

Invoice

Warehouse

Consignee

Shipper

Collection

Delivery

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Customer (default)

Client Maintenance - References

1. Click on the References tab

2. The GVS (General Valuation Statement) tab defaults to selected. A General Valuation Statement is used as a 'season ticket' in place of individual valuation declarations


4. * Enter Shipper Short Code. If the Shipper Short Code is not known, type a ? into the field to access the Find popup. Select the required Shipper by scrolling through the list and double clicking on the name

5. * Enter EPU No. This is the code identifying the Entry Processing Unit responsible for issuing the GVS

6. * Enter Serial No. This is the reference number for the GVS and is 6 digits in length

7. * Enter Val Method. This is the code identifying the valuation method. Possible values can be found in Validation Codes in Standing Data

8. Enter Registered Date in the format DD/MM/YYYY if required



11. Click on the Licences Tab


13. * Select Import/Export by clicking on the drop down arrow

14. * Enter Ref. This is a unique reference and can be alpha numeric

15. Select Type by clicking on the drop down arrow. This is the type of licence

16. Enter Valid From in the format DD/MM/YYYY. This is the date the licence is valid from

17. Enter To in the format DD/MM/YYYY. This is the date the licence is valid to



20. Click on the LCO Schemes tab. This is the Local Control Office Scheme and identifies the Customs procedure authorised, the supervising office, the local customs reference number and the year of expiry


22. * Select ID from the drop down list

23. * Enter Authorisation. This is the 4 digit code that identifies the supervising office that issued the authorisation

24. Enter Reference. This is the 3 digit reference number issued by the supervising office

25. Enter Year of Expiry in the format YY

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28. Click on the Customs Warehouses tab


30. * Select Type by clicking on the drop down arrow

31. * Select Country by clicking on the drop down arrow

32. * Enter Number. This is the number of the customs warehouse and must be 7 digits in length




36. Click on the Assoc TURNS tab


38. * Select Type from the drop down list

39. * Enter TURN. This is the unique TURN number of the client



42. Click on the Part Nos tab


44. Enter Part No, which is a unique number 25 characters in length

45. * Enter Comm Code. This is the commodity code associated with this part number

46. * Enter Description

47. Enter CPC. This is the Customs Procedures Code under which this part number is to be declared

48. Select Pref from the drop down list. This is the preference code

49. Select Origin from the drop down list. This is the country of origin of the part

50. Enter Partner. This is the Client / Partner shortcode of the other partner involved in a consignment (e.g., for an import consignment this would normally be the consignor). If the code is not known, type a ? into the field to access the Find popup. Select the required Partner by scrolling through the list and double clicking on the name

51. Enter Part No. This is the alternative part number generally used by the partner

52. Select AI Statement by clicking on the drop down arrow

53. Enter AI Text if required



0.

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Client Maintenance - Declarations

Values entered into the Client record will default into the relevant fields within a declaration

1. Click on the Declarations tab

2. Select Default Country from the drop down list. This is the country of dispatch / destination of the goods

3. Select Default Currency from the drop down list. This is the currency in which the goods are invoiced by this client

4. Select LCO Unit Code from the drop down list. This is the Local Customs Office code

5. Select Default Representation from the drop down list. This should be D for Direct Representation or I for Indirect Representation

6. Under Imports, enter DAN if required. This is the Deferment Approval Number

7. Select DAN prefix from the drop down list. This is the Deferment Approval Number prefix

8. Check Authorised for Import CFSP if the Client is allowed to perform Customs Freight Simplified Procedures

9. If this box is checked then the next check box becomes enabled. Check FSD Required if a monthly Final Supplementary Declaration is required

10. Under Exports, check Authorised for Export Simplified Procedures if the Client is allowed to perform Export Simplified Declaration Procedures

11. If this box is checked then the Type field becomes enabled. Select either LCP or SDP from the drop down list

12. Click on the TEMPLATES button to view a list of templates that exist for this Client

13. Click on the PRODUCTS button to add or view the Product Catalogue for this Client

0.

Client Maintenance - Notes



3. Enter Notes. This is any specific Notes relevant to the client that should be looked at when creating , and are displayed within the declaration

4. Select Misc Text from the drop down arrow. This indicates whether the above Client Notes will appear in the Miscellaneous Text field on the Declaration for Imports, Exports or both

5. Check Alert if the User is to be notified upon entering a Declaration for this Client that important notes exist

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6. To delete a note select it and click on the DELETE icon

7. Click on the SAVE CHANGES icon to save the Client record

0.

Client Relationship Maintenance

The following functionality allows for the maintenance of relationships between Customers, Consignors and Consignees

Please note that any maintenance of individual client records should be performed on the Client Maintenance form within Standing Data

1. Use the following menu path: Standing Data > Client Relationship Maintenance

2. The Client Relationship Maintenance window will be displayed

3. Enter Shortcode. This will filter the list of relationships to display only those that include the shortcode as either Customer and/or Shipper and/or Consignee

4. Click on the CLEAR FILTER button to clear the filter and return the list to its original appearance

5. Click on the NEW RECORD icon to add a new relationship

6. Enter Customer. This is the shortcode for the Customer. If the Short Code is not known, type a ? into the field to access the Find popup. Select the required Customer by scrolling through the list and double clicking on the name. This can be done in the Consignor and Consignee fields as well

7. Enter Consignor. This is the shortcode for the Consignor

8. Enter Consignee. This is the shortcode for the Consignee

9. Select Job Type, by clicking on the drop down arrow, either I for Import or E for Export

10. The details for each of the Client records will be displayed in the fields below

11. Click on the SAVE CHANGES icon to populate the grid and save the Client Relationship record

Note: To edit a client relationship record, select the required line item and click on the ENTER EDIT MODE icon

0.

Customs Tariff

Tariff Browser The Tariff Browser can be used for two main reasons:

To classify goods by description

To view details of a specific commodity code

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1. Use the following menu path: Standing Data > Customs Tariff

2. The Tariff Browser window will be displayed defaulting to the Tariff Browser tab

3. A tree view will be displayed (much like Windows Explorer). This allows users to view the various levels of descriptions in order to identify and classify specific commodities

4. Click on the + icon next to each commodity description to expand the view

5. Click on the - icon next to each commodity description to collapse the view

6. Clicking on a line will default the description in the bottom window

7. Use the scroll bars on the right to scroll through the tree view

8. Enter Go To Chapter to locate a specific chapter within the tariff. This field will allow two digits only

9. Click on the COLLAPSE ALL button to collapse all tree views that have been expanded

10. Click on the COLLAPSE button to collapse the item in the tree view that is currently selected. This function will only work if the item clicked on has subordinate items. This function will not work on items in the tree view that are at the lowest level

11. Click on the EXPAND button to expand the item in the tree view that is currently selected. This function will only work if the item clicked on has subordinate items. This function will not work on items in the tree view that are at the lowest level

Note: Only those items that have a commodity code (displayed in brackets) at the end of their description will display information on the Commodity Details tab

0.

Commodity Details

1. Click on the Commodity Details tab

Note: All information displayed on this, and subsequent forms within the Tariff, is read only. There is no functionality to add, amend or delete data

2. Commodity Code will default the commodity code selected on the previous tab. This is the 8 or 10 digit code which is used to identify the goods.

3. Click on the (Copyright) icon to view the Copyright Information that is held by Customs. Click on the OK button to close this window

4. Full Duty Rate is the duty that is applicable if there are no trade agreements with the country from which the goods are imported. The record can contain details of Customs duty or Excise duty. If both are applicable to one commodity there will be a separate Full Duty record for each

5. Specific Provisions displays details of any specific provisions that are applicable to this commodity code

6. VAT Rate is the rate applicable to the goods covered by the commodity code given on this record. Only 4 rates are currently applicable in this country, Standard, Zero, Exempt, or lower rate for Antiques

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7. 1st quantity is the weight of the goods in kilograms excluding packaging

8. Effective from / to defaults the date this commodity code is effective from, and, if applicable, a date the commodity code is effective until. This is in the format DD/MM/YYYY

9. 2nd Quantity indicates supplementary units required for the commodity code, e.g., in the instance of wine, the 2nd quantity would be the number of litres of alcohol

10. Season from / to indicates the Start and End of Season Dates are when the duty payable on certain goods varies according to season

11. 3rd Quantity indicates a subsequent unit of measure required for the commodity code, e.g., in the instance of wine, the 3rd quantity would be the number of litres of wine

12. Warehouse Ind should default either Y (Yes) or N (No). If set to Yes, a Customs Warehouse should be entered; if set to No none is required

13. SPV Code is the Simplified Procedure Value code which identifies the commodity and value per 100 kilograms

14. End Use Ind will be set to Y (Yes) or N (No). When set to Yes, this field signifies that the goods may be imported at a reduced rate of duty or agricultural levy depending on what use the goods are to be put to after importation (see Public Notice 770). When set to No, this is not allowed

15. Commodity Use indicates which Commodity Codes are valid for only Imports or Exports or both. The following are allowed:

Import only

Export only

Both Imports and Exports

16. Commodity Type identifies the type of trade to which the commodity can be applied. The following codes are valid:

0 - All trade.

1 - EC trade only (8 digit commodity codes.)

2 - Third Country trade only (10 digit commodity codes.)

17. EC Suppl. Code Ind is set to show whether there are any additional codes applicable to this commodity code. The following values are used:

A - Imports mandatory, Exports mandatory

B - Imports mandatory, Exports optional

C - Imports mandatory, Exports not applicable

D - Imports optional, Exports mandatory

E - Imports optional, Exports optional

F - Imports optional, Exports not applicable

G - Imports not applicable, Exports mandatory

H - Imports not applicable, Exports optional

I - Imports not applicable, Exports not applicable

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18. Click on the CODES button. A list of ECC Supplementary codes will be displayed in a popup. This button will only be enabled if there are any additional codes associated with the displayed commodity code. Click on the OK button to close this window

19. Description displays the description of the commodity code selected, including all higher levels within the tree view to indicate how this has been categorised

20. Click on the FOOTNOTES button to display any applicable footnotes (if there are no footnotes for this commodity code, the button will not be enabled). An Information popup will be displayed containing the relevant footnote. Click on the OK button to close this window

21. Click on the PREFERENTIAL RATES button. A preference record will be displayed which holds details of any reduced duty rates which apply to the goods from certain countries as agreed by the EC, or due to other World-wide trade agreements.

22. The window will be divided into two areas: Preferential Rates and Exceptions to Preferential Rates

Note: Preferential Rates indicate the preferred rate for the commodity code

23. Group identifies the type of rate specified

24. Type describes the type of rate that is applicable, e.g., full duty, VAT, etc.

25. Tax refers to the type of tax being calculated, and should tie in with the group. For example if the Group indicates VAT then the tax column should be 813

26. Origin indicates the country of origin from which the duty rate is applicable, or the group to which the country belongs

27. Quota No. is when a preference has been agreed for a certain amount of the goods in question. Once this "quota" has been exhausted, the duty rate will return to the original full rate

28. Rate is the rate of the goods in proportion to the value

29. Any Rate that has been marked with an Information icon ( ), when selected, will display exceptions in the Exceptions to Preferential Rates grid

Note: Exceptions to Preferential Rates indicate any exceptions that are applicable to this commodity code

30. Group identifies the type of rate specified

31. Type describes the type of rate that is applicable, e.g., full duty, VAT, etc.

32. Tax refers to the type of tax being calculated, and should tie in with the group. For example if the Group indicates VAT then the tax column should be 813

33. Origin indicates the country of origin from which the duty rate is applicable, or the group to which the country belongs

34. Quota No is when a preference has been agreed for a certain amount of the goods in question. Once this "quota" has been exhausted, the duty rate will return to the original full rate

35. Rate is usually calculated as a percentage of the Customs value (ad valorem) or expressed as a value per a specific quantity

36. Click on the COMMODITY DETAILS button to return to the information on the Commodity Details tab

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37. Click on the PRINT icon to print the details for the selected commodity code or click on the PRINT PREVIEW icon to preview the details to be printed

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Searching the Customs Tariff Browser

1. From the Tariff Browser tab, click on the FIND A RECORD icon in the toolbar

2. The Tariff Search popup will be displayed

3. The use of AND and OR keywords is encouraged within this search

AND would be used when searching for two or more terms that would be present in all records retrieved. The more terms combined in such a search will retrieve fewer results as the search is more specific. For example searching for horses AND sheep will retrieve all records containing both these terms and not just one or the other

OR would be used when searching for two or more terms that usually have the same meaning. For example searching for asses OR mules will retrieve all records containing one term, the other or both

It is also possible to use parentheses or brackets to modify your search criteria. Using brackets in any search forces the order of processing. In this case, we might surround the OR words with brackets so that the search will process the two related terms first. Then the search will combine this result with the last part of the search that involves the second concept. For example searching for (tubers OR corms) AND bulbs will search for the related terms grouped in brackets first and then for the second part of the search criteria

4. Enter Find using any of the search criteria explained

5. Click on the drop down arrow to select 10 of the most recent searches used

6. Click on the SEARCH button

7. The tree view will be expanded to display all instances of the search criteria specified

8. A green tick ( ) on the item icon will denote that it matches the search criteria

9. Click on the CANCEL button to cancel the search if required

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Job Costing

Job Costing Overview

All Export and Import shipments incur costs for services supplied by third parties and involves invoicing Customers for those services supplied to them

The difference between the combined incurred cost items and invoiced sales items represents the profit (or loss) made

Job Costing is therefore the mechanism by which these purchase and sales amounts can be recorded against a Job record and the results reported

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The following Standing Data needs to be set up in GeMS before any jobs can be costed:

Charge Codes Maintenance

Charge Groups Maintenance

Cost Centre Maintenance

Payment Terms Maintenance

Supplier Maintenance

VAT Rates Maintenance

Charge Codes Maintenance

Charge Codes allow users to create and maintain details of codes to be used when costing jobs.

These codes identify certain details of the cost and/or sales item being associated with the job. These are generic codes and will be used across multiple jobs, i.e., they are not unique to each job

1. Use the following menu path: Standing Data > Job Costing > Charge Codes...

2. The Charge Codes Maintenance window will be displayed

3. Click on the NEW RECORD icon to create a new Charge Code

4. Enter Charge Code. This is the unique code used to identify the Charge Code. Enter a description for the Charge Code in the field adjacent to this one

5. Select Group from the drop down list. This is the group to which the individual charge codes are allocated

6. Select System type from the drop down list. This is the system charge code type indicator. The description will default into the adjacent field

7. Select VAT Rate from the drop down list. This is the rate at which VAT will be charged for this particular Charge Code

8. Default Invoice Description defaults from the Description entered above for the Charge Code. This can be amended if required

9. Include in Profit / Loss calculations defaults to unchecked. Check if you would like this Charge Code included in profit and loss calculations

10. Allow accruals in foreign currency defaults to unchecked. Check if accruals in a foreign currency are allowed

11. Enter Cost Nominal Ledger Code. This is the Purchase Ledger Nominal code (the code used for costs in the Accounting system)

12. Enter Sale Nominal Ledger Code. This is the Sales Ledger Nominal code (the code used for sales in the Accounting system)

13. Enter Valid from in the format DD/MM/YYYY. This is the date from which the Charge Code is valid

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14. Enter to in the format DD/MM/YYYY. This is the date after which the Charge Code is no longer valid. The to date can be a date in the past, as long as it is greater than the Valid from date. Charge Codes cannot be deleted. They can however be deactivated by changing the to date to a date prior to the current date

15. Click on the SAVE CHANGES icon to save the Charge Code

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Charge Groups Maintenance

Charge Groups enable users to allocate individual charge codes to groups so that analysis of Job Costing data can be performed on a subset of that data

In addition to this, as the user can specify their own codes for charge code group and charge code records, another (internal) code is needed by which these records can be identified as being of a particular type. This is a necessity to allow charges to be automatically calculated for a job based on specific criteria

1. Use the following menu path: Standing Data > Job Costing > Charge Groups...

2. The Charge Groups Maintenance window will be displayed

3. Click on the NEW RECORD icon to create a new Charge Group

4. Enter Group Code. This is a unique code used to identify the Charge Group. Enter a description for the Charge Group in the adjacent field

5. Select System type from the drop down list. This is the system charge code type indicator. The description will default into the adjacent field.

6. Enter Valid from in the format DD/MM/YYYY. This is the date from which this Charge Group is valid

7. Enter to in the format DD/MM/YYYY. This is the date after which this Charge Group is no longer valid. This can be a date in the past as long as it is greater than the Valid from date. Charge Groups cannot be deleted. They can however be deactivated by changing the to date to a date prior to the current date

8. Click on the SAVE CHANGES icon to save the Charge Group

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Cost Centre Maintenance

Cost centres are groups by which Job Costing data can be analysed. A Cost Centre is generally applied to a department within an Agency

A Cost Centre can be applied to each job record and therefore analysis of profitability, etc., can be performed on a subset of jobs associated to this code

1. Use the following menu path: Standing Data > Job Costing > Cost Centre Maintenance...

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2. The Cost Centres window will be displayed

3. Click on the NEW RECORD icon to create a new Cost Centre

4. Enter Code. This is the unique code that will identify the Cost Centre

5. Enter Description. This is a concise description of the Cost Centre

6. Enter Accounts Code. This is the Cost Centre code used by the Accounts system. If an Accounts Interface exists and has been set up in the Job Costing Profile, then this field is mandatory. If Sage (SL50) is being used then this code must be in the format 1 - 999 in order for the exported data to be successfully received by the Accounting System

7. Enter Valid From in the format DD/MM/YYYY. This is the date from which the Cost Centre is valid

8. Enter Valid to in the format DD/MM/YYYY. This is the date after which the Cost Centre is no longer valid. This date can be a date in the past as long as it is greater than the Valid from date. Cost Centres cannot be deleted. They can however be deactivated by changing the Valid to date to a date prior to the current date

9. Click on the SAVE CHANGES icon to save the Cost Centre

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Payment Terms Maintenance

This function enables users to set up and maintain Payment Terms codes that can be stated on sales invoices

These terms specify the conditions (how / when) by which the Customer will be expected to pay for services provided to them

A Payment Terms record can then be associated to Client records

1. Use the following menu path: Standing Data > Job Costing > Payment Terms Maintenance...

2. The Payment Terms window will be displayed

3. Click on the NEW RECORD icon to create a new payment term

4. Enter Code. This is a unique code used to identify the Payment Term

5. Enter Description. This should be a concise description of the code

6. Enter Valid From in the format DD/MM/YYYY. This is the fate from which the Payment Term is valid

7. Enter Valid To in the format DD/MM/YYYY. This is the date after which the Payment Terms is no longer valid. This can be a date in the past as long as it is greater than the Valid from date. Payment Terms cannot be deleted. They can however be deactivated by changing the Valid to date to a date prior to the current date

8. Click on the SAVE CHANGES icon to save the Payment Term

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Supplier Maintenance

Every cost item input to Job Costing has an associated Supplier

Use this functionality to create and maintain Supplier details

1. Use the following menu path: Standing Data > Job Costing > Supplier Maintenance...

2. The Suppliers window will be displayed, defaulting to the Details tab

3. Click the NEW RECORD icon

4. Enter Shortcode which is used to uniquely identify the Supplier

5. Enter Account Code

6. Enter Name of the Supplier

7. Enter Address (line 1 - 3). This should be the Supplier's business address

8. Enter City

9. Enter State (if applicable)

10. Enter Postcode

11. Enter Country Code. Type a ? into this field if the code is not known. A list of valid Country Codes will be displayed. Double click on the required code to insert it into the Supplier form

12. Enter Phone. This is the Supplier telephone number

13. Enter Fax. This is the Supplier fax number

14. Enter E-Mail. This is a valid email address of the contact person at the Supplier

15. Enter Contact. This is the contact person at the Supplier

16. Enter VAT Nr. Ensure that this number is 9 digits long

17. Enter Invoice Currency. Type a ? into this field if the code is not known. A list of valid Currency Codes will be displayed. Double click on the required code to insert it into the Supplier form

18. Select Invoices via CASS if CASS is used as an external Collection house (for airlines). This field defaults to unchecked

19. Supplier record is active defaults to checked. This means that the record is automatically activated. Supplier records cannot be deleted, they can only be deactivated by unchecking this field


21. Enter any miscellaneous notes applicable to this Supplier if required

22. Click on the SAVE CHANGES icon to save the Supplier

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VAT Rates Maintenance

This function enables users to set up and maintain VAT rates that can be associated to purchase and sales items

1. Use the following menu path: Standing Data > Job Costing > VAT Rates Maintenance...

2. The VAT Rates window will be displayed

3. Click on the NEW RECORD icon to create a new VAT Rate

4. Enter Code. This is a unique code used to identify the VAT Rate

5. Enter Description. This is a concise description of the VAT Rate

6. Enter Accounts Code. If an Accounts Interface exists and has been set up in the Job Costing Profile, then this field is mandatory. If Sage (SL50) is being used then this code must be in the format T1 - T99 in order for the exported data to be successfully received by the Accounting System

7. Enter Rate. This is the VAT Rate as a percentage

8. Enter Valid From in the format DD/MM/YYYY. This is the date from which the VAT Rate is valid

9. Enter Valid to in the format DD/MM/YYYY. This is the date after which the VAT Rate is no longer valid. This can be a date in the past as long as it is greater than the Valid from date. VAT Rates cannot be deleted. They can however be deactivated by changing the Valid to date to a date prior to the current date

10. Click on the SAVE CHANGES icon to save the VAT Rate

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Tools

Utilities

Browse Tables

This is a diagnostic tool that will be used in conjunction with the ASM Help Desk

1. Use the following menu path: Tools > Utilities > Browse Tables

2. The Browse window will be displayed

3. Select Table from the drop down list

4. Select Order, if applicable to the Table selected above

5. Click on the SET FILTER button to set a specific filter on which to browse

6. Type a Find option into the free text field and click on the FIND button to find the required term. To continue looking for the term click on the FIND NEXT to find any further occurrence of the word within the table





11. Click on the X icon in the top right hand corner to close the window

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List Local Tables

This functionality allows for diagnosis to establish whether tables are becoming too large or are not large enough, on a workstation.

This should be established in conjunction with the ASM Help Desk

1. Use the following menu path: Tools > Utilities > List Local Tables

2. The List Local Tables window will be displayed

3. To change the font, select all the text and click on the drop down arrow in the font field. Select the font size and whether the text should be Bold or Italics. Change the colour of the text if required

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4. Click on the SAVE CHANGES icon to save the formatting

5. Click on the PRINT icon to print the list

6. The following information will be displayed (for tables or files on the workstation):

The name of the Database Table / file

The number of records stored in the table / file

Whether or not the table is invalid (Y or N)

The size of the table / file

The calculated size of the table / file

The date the table / file was last updated


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List Server Tables

This functionality allows for diagnosis to establish whether tables are becoming too large or are not large enough, on a server.

This should be established in conjunction with the ASM Help Desk

1. Use the following menu path: Tools > Utilities > List Local Tables

2. The List Server Tables window will be displayed

3. To change the font, select all the text and click on the drop down arrow in the font field. Select the font size and whether the text should be Bold or Italics. Change the colour of the text if required

4. Click on the SAVE CHANGES icon to save the formatting

5. Click on the PRINT icon to print the list

6. The following information will be displayed (for tables or files on the workstation):

The name of the Database Table / file

The number of records stored in the table / file

Whether or not the table is invalid (Y or N)

The size of the table / file

The calculated size of the table / file

The date the table / file was last updated


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View Error Log

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Use this functionality to access any error logs that are raised by GeMS

This should be used in conjunction with the ASM Help Desk

1. Use the following menu path: Tools > Utilities > View Error Log

2. The GeMS Error Log window will be displayed




6. Click on the CLEAR LOG button to clear the log of its contents

7. Click on the REFRESH button to refresh the page and display all current error logs

8. Click on the COPY TO FILE button to save the file into a specified location. Browse to the location you would like the file saved, enter a file name if you would not like the default "asmdiags" used and click on the SAVE button

9. Click on the VIEW CONTENT button to view the content of the error log in a text file

10. Click on the X icon in the top right to close the window

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Message Queuing

Test Message Queuing

1. Use the following menu path: Tools > Utilities > Message Queuing > Test Message Queuing

2. A Response Message popup will be received

3. This response should indicate that messages have been received and responded to

4. Click on the OK button to exit

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Purge Dead Letter Queue

A timeout (specified length of time) has been placed on all messages leaving GeMS

If the message is not delivered in the specified time then these will automatically be placed in the dead letter queue

This functionality allows for the dead letter queue to be purged or emptied as it can become rather large over time

1. Use the following menu path: Tools > Utilities > Message Queuing > Purge Dead Letter Queue

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2. A message should flash on your screen: Purging Dead Letter Queue

3. You will not need to do anything else; following this menu path will ensure that the dead letter queue is purged

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Repair / Resynchronise Tables

Use this functionality to recover lost or corrupt data.

Reindexing the tables will delete and replace the current index and will ensure that the data is in sequence

This should only be done with assistance from the ASM Help Desk

1. Use the following menu path: Tools > Utilities > Repair / Resynchronise Tables

2. The ASM GeMS Data Recovery Form will be displayed defaulting to the Repair tab

3. Select All Tables if you want to repair all tables

4. Select Select Table if there is a specific table you wish to repair

5. Click on the REPAIR button

6. A system message will be displayed stating that although this utility should repair any problems without losing data, it is advisable to be sure that you have a valid backup of your data. Click on the OK button

7. If you selected Select Table the Choose table or tables window will be displayed

8. Select the required tables or click the All Tables checkbox to select all tables. Click on the REPAIR button to begin the repair or click on the CANCEL button to exit without repairing

9. Another popup will be displayed stating that the repair process is complete. Click on the OK button

10. Follow the same process outlined above to reindex and click on the REINDEX button

11. Click on the Resynchronise Data tab

12. Select All Tables if you want to resynchronise all tables

13. Select Select Table if there is a specific table you wish to resynchronise

14. Click on the RESYNC button

15. The progress of the resynchronisation process will show in the status bar

16. A system message will be displayed stating that this option will delete the selected table(s). Are you sure you want to continue? Click on the YES button to confirm or click on the NO button to cancel

17. Another system message will be displayed stating that you may lose some data, are you sure you want to continue? Click on the YES button to continue or the NO button to cancel

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18. A system message will be displayed stating that the setup table data reconstruction finished. Click on the OK button

19. Click on the X icon to exit

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Resynchronise Ensignia

Use this functionality to resynchronise all insignias on the workstation with those on the server

1. Use the following menu path: Tools > Utilities > Resynchronise Insignia

2. The ASM GeMS Update Insignia popup will be displayed

3. Click on the RESYNC button

4. The system will resynchronise the workstation with the server and show the progress and the number of bitmaps (.bmp) resynchronised


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Validate Setup Table

Use this functionality to ensure that the Setup table is synchronised with the data table

1. Use the following menu path: Tools > Utilities > Validate Setup Table

2. A system message will be displayed asking if you are sure you want to reconstruct the data in the setup table. Click on the YES button to confirm or click on the NO button to cancel

3. Another system message will be displayed stating that the setup table data reconstruction has finished. Click on the OK button

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Zip Data Files

This functionality will sip only local data file

1. Use the following menu path: Tools > Utilities > Zip Data Files

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2. The Zip Data window will be displayed

3. Select one of the following options:

Select Ecargo if you wish to zip Ecargo data

Select Error Log if you wish to zip Error Logs

Select Span Disks if the data is to be put onto a disk

4. If Span Disks is selected then the following two options become enabled:

Select Format Disks if you require the disk to be formatted before zipping the data

Select Wipe Disks if you require the disk to be wiped before zipping the data

5. Click on the ZIP FILES button

6. A system message will be displayed stating that exclusive access is required on the local data to zip the files. To do this you need to be the only person using the data. Do you want to continue? Click on the YES button to continue or click on the NO button to cancel

7. The Save As window will be displayed. Navigate to the required location and click on the SAVE button to save the zip file, or save the zip file in the default ASM GeMS folder

8. The progress of the zipping process will be displayed in the status bar

9. When complete a message will be displayed stating that the data folder has been compressed and is located in: [FILEPATH AND NAME OF ZIP FILE]. Click on the OK button


11. The Send Data File to ASM window will be displayed

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Open Windows Event Viewer

The Windows Event Viewer is used to view any information, warning or error messages for diagnostic purposes

The Event Viewer has it's own help so when pressing F1 the Microsoft Help for this product will launch

1. Use the following menu path: Tools > Utilities > Open Windows Event Viewer

2. The Event Viewer window will be displayed

3. Click on Application. The right hand pane will display all application error and information events

4. Click on Security. The right hand pane will display all security audit events

5. Click on System. The right hand pane will display all system error, information and warning events

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6. Click on the PROPERTIES icon to view more specific details for a particular item

7. Click on the X icon to exit or use the menu path File > Exit

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Unlock Records

Use the Unlock Records functionality to unlock all records that might have become locked following a system crash

1. Use the following menu path: Tools > Utilities > Unlock Records

2. A system message will be received stating that records have been unlocked

3. Click on the OK button to exit

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Reset Toolbar and Windows

Resetting the toolbar and windows will override any changes made and will revert back to their default positions, e.g. if you have moved your toolbar to appear down the right hand side of your screen, by resetting it here the toolbar will reappear in its default position back at the top

1. Use the following menu path: Tools > Utilities > Reset Toolbar and Windows

2. A system message will be displayed stating that the Toolbar / Windows have been reset to their default positions. Click on the OK button

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AWB Stock Maintenance

If an Air Waybill needs to be issued there either has to be stored Air Waybill stock or a single Waybill available to be entered

In order for Air Waybill numbers to be stored in the software, a designated Airline needs to have issued a batch of neutral Air Waybills

1. Use the following menu path: Tools > AWB Stock Maintenance

2. The AWB Stock Maintenance window will be displayed

3. Click on the + adjacent to the required airline to expand the contents

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4. If there are no Air Waybills in stock, a line under the airline name will be displayed stating No Air Waybill Stock

5. If there is available stock these will be listed in ranges of air waybill numbers. Select a range by clicking on it to display each Air Waybill in the right hand side of the window. If the Air Waybill has been issued, the ISSUED icon will appear next to it

( ). If the Air Waybill has not been issued, the NOT ISSUED icon will appear next to

it ( )

6. If an Air Waybill has been issued, the Airport of Origin, Airport of Destination and Job Reference will be displayed

7. Ensure that the required Airline is highlighted


9. Enter First AWB. This will be the first Air Waybill number within the range being created. The airline prefix will automatically default

10. Enter Last AWB. This will be the last Air Waybill number within the range being created

11. Select No. Issued if you would prefer to enter the number of Air Waybills issued from the first number and not the range. The highest number of Air Waybills issued in one range can be 9000

12. Click on the SAVE CHANGES icon and the system will calculate the amount of Air Waybills that have been issued

13. A popup will be displayed confirming the number of Air Waybills you are about to create and asking you if you are sure you wish to continue. Click on the YES button to confirm or click on the NO button to exit

14. The new Air Waybills will be displayed with a NOT ISSUED icon adjacent to it

15. The Used field indicates the number of Air Waybills that have been used

16. The Remaining field indicates the number of Air Waybills remaining


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Query Action Log

The Action Log is used to view details of actions that have been processed by GeMS

This log allows you to see each action associated with a particular Job such as Customs declaration messages and acknowledgements and also indicates whether the message was incoming or outgoing.

1. Use the following menu path: Tools > Query Action Log

2. The Action Log window will be displayed

3. Enter Job Ref if required

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4. Enter Date range from and to in the format DD/MM/YYYY if required

5. Enter Air Waybill if required (and/or House Air Waybill if applicable)

6. Sent defaults to checked. Uncheck if you do not wish to view sent messages

7. Received defaults to checked. Uncheck if you do not wish to view received messages

8. Click on the QUERY button to view a list of messages that meet the criteria entered

9. Click on the CLEAR button to clear the form. A message will be displayed stating that you have chosen to query the entire Actions Log which means retrieving all Actions records from the server database. Depending on the size of the log this may take some time and cause network congestion. Do you wish to proceed? Click on the YES button to continue or click on the NO button to cancel

10. Green ticks in the Sent column mean that the messages have successfully been sent or received. A red cross indicates messages that have not been successfully sent.

11. Select an item and click on the VIEW CONTENT button to view details of the message

12. Click on the HIDE CONTENT button if you no longer wish to see the details of the message

13. Click on the PRINT CONTENT button to print the content of the message. This button will only be enabled if the content of the message is displayed

14. Click on the COPY TO CLIPBOARD button to copy the content of the message onto the clipboard. Open the application into which you wish to paste the message

15. Click on the CLOSE FORM button to exit

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Trigger / Process Configuration

1. Use the following menu path: Tools > Trigger / Process Configuration

2. The Trigger / Process Configuration window will be displayed

3. The list on the left indicates all current events / processes that have already been configured

4. The list on the right indicates available processes that can be added

5. Select a process from the right and click on the CONFIGURE button

6. The process will now have moved to the left.

7. To move the level of the process, click on the icon to move the process out one level at a time

8. Click on the REMOVE button to remove the process

9. A system message will be displayed asking you if you want to delete this record. Click on the YES button to confirm or click on the NO button to cancel

10. Click on the SAVE CHANGES icon to save the changes made

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Options

Options - Overview

The User Options menu is used to customise various actions and the way things are displayed in GeMS.

The defaults will be set by your System Administrator, however, if you have appropriate rights, you will be able to make changes to these settings

The following User Options can be maintained:

Application

Export

E-Mail

Air Waybill

Barcode Label

Data Maintenance

Alerts

Job

Application

1. Use the following menu path: Tools > Options

2. The User Options window will be displayed defaulting to the Application tab

Note: Depending on what your default setting are, the options checked on each tab might differ

3. Select Remember form positions to enable the system to remember form positions within the GeMS window

4. Select Confirm exit from fields if you prefer to tab to each field manually. If this option is not selected once you have entered a field, the cursor will automatically move to the beginning of the next field (from left to right across the screen)

5. Select Enable Auto-Complete to enable fields to be completed as you type with the entry that closest matches the characters keyed in

6. Select Single click to select in list boxes to enable options in list boxes to be selected with a single click (no double click necessary). A list box is defined as an option within a list that can be clicked on. When this option is set, the item in the list will be displayed as a hyperlink, the mouse will change to a hand to indicate that only one click is required. An example of a list box can be found in Standing Data > Data Maintenance

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7. Select Update Launcher if newer version to check that the version of the Launcher on the workstation is the same version as that on the server

8. Select Dynamically resize grid column widths to automatically resize column widths to fit text

9. Select Purge MSMQ Dead Letter Queue on shutdown to automatically purge this queue on shutdown

10. Change Grid Highlight Thickness if required by clicking on the spinner to increase or decrease the grid thickness. The grid highlight refers to the highlighted area when selecting a record in a list of records on an active window

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Export

1. Click on the Export tab

2. Select Default Shipment Type by clicking on the drop down arrow. This will ensure that each time you create a shipment, this will be the default type

3. Display warning when the number of Air Waybills remaining in stock for a carrier falls below defaults to 10. Use the spinner to increase or decrease this number as required

4. Select Consolidation Manifest Printer by clicking on the icon to browse to the required printer. This will allow Consolidation Manifests to be printed from within the Consolidation Master (See Creating the Consolidation Master from a House Shipment for more information)

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Import

1. Click on the Import tab

2. Enter Set the interval for the CFSP Import Consignment list to refresh by clicking on the spinner to increase or decrease the number of seconds. The default is 60 but this can be changed if required

3. Check Disable auto refresh if you would prefer to manually refresh the CFSP Import Consignment list

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E-Mail

1. Click on the E-Mail tab. This function allows your default mail program to be used within GeMS to send messages to Agents, etc.

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2. No E-Mail defaults to selected. To deselect this option, select one of the other options outlined below

3. Check Use E-Mail to log errors if required. If this option is selected the fields below will become enabled

4. Select Outlook 97 or later if this fits the specification of your mail program

5. Select MAPI (Message Application Programming Interface) E-Mail if this fits the specification of your mail program

6. Select SMTP (Simple Mail Transfer Protocol) E-Mail if this fits the specification of your mail program. If this option is selected, the fields below will become enabled

7. Enter Mail Server Address

8. Enter Your E-Mail Name

9. Enter Your E-Mail Address

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Air Waybill

1. Click on the Air Waybill tab

2. Check Print with MS Word if required. This ensures that MS Word is the program used to print the Air Waybill

3. Show MS Word while printing only becomes enabled if Print with MS Word is checked. This option allows the user to view Word should there be any problems within the document produced for troubleshooting purposes

4. Enter AWB Save Location if required by clicking on the icon. Navigate to the relevant location and click on the SELECT button. This is the location into which Air Waybills will be saved

5. Click on the drop down arrow to select the type of Air Waybill to be printed:

Neutral Master Air Waybills - these are pre-printed Master Air Waybills

Neutral House Air Waybills - these are pre-printed House Air Waybills

Plain Paper Master Air Waybills - these are to be printed on plain (blank) paper

Plain Paper House Air Waybills - these are to be printed on plain (blank) paper

6. Enter Printer by clicking on the icon. Select the required printer by clicking on the drop down arrow. Click on the OK button. Ensure that a printer is selected for each of the types outlined above

7. Check Print Conditions on Reverse Page (duplex printer req.) if required. This option will automatically print the Conditions of Contract on the reverse of the Air Waybill. A duplex printer is required for this functionality to work

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8. Check Prompt to Print Conditions if required. Once the Air Waybill has printed, you will be prompted to print the Conditions of Contract and will manually have to turn the paper over to print the Conditions of Contract on the reverse of the Air Waybill

9. No. of Copies to Print defaults to 1. Use the spinner to increase or decrease the default number of Air Waybills to be printed

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Barcode Label

1. Click on the Barcode Label tab

2. Check Do not print Agent Name / Insignia on House Air Waybill Labels if you are using pre-printed labels

3. Enter Bar Code label Printer by clicking on the icon. Select the required printer by clicking on the drop down arrow. Click on the OK button

4. Select Barcode Printer Type by clicking on the drop down arrow. This specifies the type of printer you are using, i.e., laser printer or tractor feed

5. Select Default Label Type by clicking on the drop down arrow

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Data Maintenance

1. Click on the Data Maintenance tab

2. Check Pack tables on application shutdown if required

3. Check Resynchronise Tables on application shutdown if required. This ensures that the work station tables are the same as those on the server

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Alerts

1. Click on the Alerts tab. This information is used to specify how incoming messages are received from Customs

2. Check Inform results of ALL Events / Processes if required

3. Check Display Alerts in Messagebox to display a record of incoming and outgoing messages on the Events tab on the main display window

4. Check Flash Screen on Alert Notification for the taskbar application to flash when a message has been received

5. Check Play Sound on Alert Notification to enable your computer to make a soft beeping sound to notify you when a message has been received

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Job

1. Click on the Job tab

2. Check Use Job Build-Up to display the Job Build-Up popup when creating a Job. If a Customer has had previous jobs created, the Job Build-Up popup will be displayed, displaying a list of previously used consignees, which can be selected from the list and reused for subsequent jobs

3. Select Default Job Type by clicking on the drop down arrow

4. Select Default Job Mode by clicking on the drop down arrow

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Job Costing Options

1. Click on the Job Costing Options tab

2. Enter Location of Invoice PDF and Tif files by clicking on the icon and browsing to the location of your choice

3. Enter Location of Collection and Delivery Note PDF and Tif files by clicking on the

icon and browsing to the location of your choice

4. Click on the CLOSE button to save your changes and close the window

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Reporting

Management Reports

The Reporting option can be used to select a variety of Management reports to view or print

The following reports are available:

Goods Not Fully Received into DEP – This report displays Jobs marked as Processed in DEP that have either not been entered (no declaration exists) or have not been checked in using the Goods In / Out button

Goods Processed by DEP but not Entered – This report displays Jobs marked as Processed in DEP that have not been entered (no declaration exists)

Goods not fully delivered from DEP – This report displays all Jobs that have not been delivered or finalised (when an ADS is produced using the FINALISE AND PRINT ADS button, GeMS will mark the Job as delivered)

Goods on hand in DEP (Bond Check) – This report displays all Jobs marked as Processed in DEP that have been arrived and not yet delivered

Declarations Report - This report displays details of CHIEF Declarations, and the route allocated by Customs

1. Use the following menu path: Reporting > Management Reports

2. The Management Reports window will be displayed

3. A list of available reports will be displayed on the left. Select Goods Not Fully Received into DEP (the first item in the list) by clicking on it. This will enable the rest of the fields on this window

4. On the right of the window, select Printer from the list of printers available

5. Copies default to 1. Change if required by clicking on the spinner to increase the number of copies if required

6. Select Current Report Default Printer if required. This selection causes the printer selected above to be the default printer for this report

7. Bin defaults to Printer Default. Change if required to a different paper location

8. Click on the PREVIEW button to preview the report before printing. A popup will be displayed stating that the compilation of this data will take some time. Are you sure you want to continue? Click on the YES button to continue or the NO button to cancel

9. The Goods Not Received popup will be displayed

10. Select Job Mode by clicking on the drop down arrow

11. Select Shed Code by clicking on the drop down arrow, if applicable

12. Click on the ACCEPT button

13. The Report Designer window will be displayed, with the relevant report details, including the name of the User printing the report and the date and time

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14. On the Print Preview toolbar, click on the NEXT PAGE icon to scroll through the pages of the report (and use the FIRST PAGE, PREVIOUS PAGE and LAST PAGE icons as required)

15. Click on the GO TO PAGE icon. The Go To Page popup will be displayed. Enter Page Number by clicking on the up and down arrows. Click on the OK button to proceed or the CANCEL button to cancel. The required page of the report will be displayed

16. In the Zoom field, click on the drop down arrow and select the percentage at which you wish to view the report

17. Click on the PRINT REPORT button to print the report from the preview window

18. Click on the CLOSE PREVIEW button to close the report and return to the Management Reports window

19. Select Goods Processed by DEP but not Entered and click on the PREVIEW or PRINT LOCAL button

The Goods Not Received popup will be displayed

Select Job Mode by clicking on the drop down arrow

Select Shed Code by clicking on the drop down arrow, if applicable

Click on the ACCEPT button

20. Select Goods not fully delivered from DEP and click on the PREVIEW or PRINT LOCAL button





21. Select Goods on hand in DEP (Bond Check) and click on the PREVIEW or PRINT LOCAL button





22. Select Declarations Report and click on the PREVIEW or PRINT LOCAL button

The Declarations Report popup will be displayed

Select Job Type by clicking on the drop down arrow

Select Route by clicking on the drop down arrow

Include Cleared Declarations defaults to checked. Uncheck if required

Select Sort by by clicking on the drop down arrow


23. Select Export SDP/LCP Outstanding Supp Decs and click on the PREVIEW or PRINT LOCAL button

The Export SDP/LCP Outstanding Supp Decs popup will be displayed

Select Declaration Type from the drop down list

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24. Select the required report and printer and click on the PRINT LOCAL button. This will print the report to the default printer without previewing first. A popup will be displayed stating that the compilation of this data will take some time. Are you sure you want to continue? Click on the YES button to print the report or the NO button to cancel

25. Select the required report and printer click on the PRINT REMOTE button. A popup will be displayed saying that a request has been sent to ASM GeMS Printing application. Click on the OK button






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Bar Coded Labels

This functionality allows bar coded freight labels to be printed to a designated printer

1. Use the following menu path: Reporting > Bar Coded Labels

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2. The Barcode Labels window will be displayed defaulting to the Consignee / Agent details

Note: The default option could differ depending on what has been set up in the barcode labels default options

3. The top and bottom frames of this window remain the same across all options. The information applicable to the various formats (located in the middle part of the window) will change.

4. Under Master Air Waybill, enter MAWN (Master Air Waybill number)

5. Destination defaults from the Air Waybill

6. Carrier defaults from the Air Waybill

7. Tot. Wgt defaults

8. Tot. No. of Pieces defaults

9. Initial Print Position defaults to Top Left. To change click on the drop down arrow and select from the list available. The diagram indicates where the first label will print

10. Print all labels between 1 and 1 can be overwritten with any range of numbers up to and including the total number of pieces entered above

11. Print consecutive piece numbers defaults to checked. A five digit suffix is added to the end of the Air Waybill number and will automatically increment on each label according to the number of pieces, e.g., AWB 083-00000022 will be displayed as 0830000002200001 for the first item, 0830000002200002 for the second and so on. Deselect if you do not wish the label to show consecutive numbers.

12. Number of Copies defaults to 1. Click on the spinner to increase or decrease the number of copies to be printed if required

13. The Label format defaults to Consignee / Agent (as defined in the Tools > Options > Barcode Labels tab)

14. Click on the CONSIGNEE / AGENT button if this type of bar code label is required

15. The following information should default from the record set up in Standing Data. These fields can be amended if required:

Short Code

Name

Street Address

Airport Code

City

Country

Post Code

Country Code

Telephone


17. Click on the BARCODED HAWB button if this type of bar code label is required

18. Select HAWB by clicking on the drop down arrow

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19. HAWB Destination will default

20. Enter Tot. Wgt of HAWB if required

21. Tot. No. if Pieces will default


23. Click on the STANDARD HAWB button if this type of bar code label is required

24. Select HAWB (House Air Waybill) from the drop down list, if applicable

25. HAWB Destination defaults

26. Tot. Wgt. of HAWB defaults



29. Click on the TRANSFER button if this type of bar code label is required

30. Select HAWB from the drop down list

31. Enter Transfer Point. This is the three letter code of the transfer port

32. Origin defaults

33. Enter Special Handling. This is a three letter code and a maximum of two codes can be entered.

34. Click PRINT

35. Click on the MIXED button if this type of bar code label is required

36. Select HAWB from the drop down list


38. Manifest Description of Goods defaults. This can be changed if required. This description can be a maximum of 15 characters


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ERTS Reports

ERTS Reports can also be accessed from the Reporting menu option. Use the following menu path: Reporting > ERTS Reports



3. Either open an existing ERTS Consignment or create a new one (See Creating a Basic ERTS Consignment)


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5. Click on the REPORT MANAGER button

6. The Consignment Options popup will be displayed. Select either Report for Master or Report for Current House / Split and click on the OK button. If there are no houses on the consignment this option will not be displayed

7. The Erts Report Options window will be displayed defaulting to the Consignment History option. This is the default because you have specified a particular record. For more generalised reports the remaining options are applicable

8. Select the required option from the list:

Unentered Goods - This report displays all consignments that have not had an entry done against them (should include basic records, splits and unsplit houses as well as all cancelled entries)



Enter Earliest and Latest Creation Dates in the format DD/MM/YYYY

Customs Cleared but not Delivered - This report displays all consignments that have been customs cleared but that have no deliveries done against them (should include basic records, splits and unsplit houses as well as consignments where NPD=0 or NPD>0 but not fully delivered)




Undelivered Goods - This report displays all consignments (not necessarily customs cleared) that have had no items delivered (should include records where NPR>0 and NPR is not equal to NPD. NPD can be greater or equal to 0).




All Goods (including delivered consignments) - This report displays all consignments (or those meeting the date criteria, if entered)




Inventory List (Bond Check) - This report displays all consignments for a particular warehouse location



Enter Warehouse Location.

Consignment History - This report gives comprehensive details of the consignment as well as details of the job and any customs records. A chronological list of actions associated with the job / consignment should be included in the report as well as details of all goods in and goods out transactions. It should also display any proof of delivery information

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MAWP (Master Air Waybill Prefix) defaults the prefix of the specific consignment

MAWN (Master Air Waybill Number) defaults the number of the specific consignment

House defaults if this option was selected in the steps above

SRF (split reference) defaults if this option was selected in the steps above

Note: The defaults are dependant on whether you selected the Master or House / Split in the steps above, and where you access the form from, i.e., the Reporting Menu option or from an Import Consignment

ERTS Report per MAWB and/or Flight - This report displays the relevant consignment and flight details specified along with number of packages expected, received and/or delivered



MAWP (Master Air Waybill prefix) defaults the prefix of the specific consignment

MAWN (Master Air Waybill number) defaults the number of the specific consignment

Enter Carrier

Enter Flight No

Enter Flight Date

9. Click on the PREVIEW button to preview any of the reports before printing

10. Click on the PRINT button to print the selected report






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21. Click on the CANCEL button to exit the ERTS reports or click on the CLOSE FORM icon

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Customs Revenue Reports

Customs Revenue Details

This report displays details of any Customs revenue applied to declarations

1. Use the following menu path: Reporting > Customs Revenue Reports...

2. The Customs Revenue Details window will be displayed

3. Report Period from defaults to the first day of the current month in the format DD/MM/YYY. Change if required

4. Select Report Type from the list available. All defaults to selected

5. Report Period to defaults to the current date in the format DD/MM/YYYY. Change if required

6. Enter Deferment no. if required. This field will only be enabled if Deferment Account was selected in Report Type. If this report type has not been selected then this field will be disabled and blank

7. Select Declaration Type from the list available. All Declarations defaults to selected

8. Enter Entry Number if required

9. Enter Date of Entry in the format DD/MM/YYYY

10. Enter Entry Type, for example SAD. SDI, etc.

11. Enter Entry EPU if required. This is the Declaration Entry Processing Unit

12. Enter Representation if required. This should be D for direct representation or I for indirect representation

13. Enter Trader Ref if required. This is the Trader reference

14. Select Badge by clicking on the drop down list or leave the default All if all badges are required

15. Enter UCR if required. This is the Unique Consignment Reference

16. Include Not cleared defaults to checked. Uncheck if you want the report to display only cleared entries

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17. Click on the APPLY THE FILTER CRITERIA icon to display the results in a list according to the filter criteria entered

18. Click on the RESET THE FILTER CRITERIA icon to clear all fields

19. Click on the EXPORT TO ANOTHER FORMAT icon to display the Export Data screen to enable the data to be exported

20. The following fields are read only and appear below the grid and will update according to the criteria entered:

Total Duty - sum of total duty for all currently displayed records

Total VAT - sum of total VAT for all currently displayed records

Total Revenue - sum of total duty and total VAT

No. of Records - number of currently displayed records

21. Click on the PREVIEW icon on the toolbar to display a preview of the report defined above

22. Click on the PRINT icon on the toolbar to print the report without previewing

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Export Data

Use this functionality to save specific report data to an external file format. This can be done from either the Customs Revenue Report or the Report Generator on the CCS-UK Air Imports window

1. Click on the EXPORT icon





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9. Click on the OK button. You should now be able to navigate to the location entered above and view the saved file in the format specified

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Invalid Commodity Codes

This functionality is used to either preview or print a list of invalid commodity codes

These are codes that have been inputted incorrectly for on reason or another into the Client file in Standing Data in the Part Nos information tab, and can be amended here

1. Use the following menu path: Reporting > Invalid Commodity Codes

2. A message will be displayed asking you to please select a printing option to continue. Click PREVIEW to preview the list of invalid commodity codes, click PRINT to print the list or click CANCEL to cancel the action altogether

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Preview - the report will display in the Report Preview window

Print - the Print window will be displayed, where the printer and number of pages to print can be selected

Batch Print Collection / Delivery Notes...

1. Use the following menu path: Reporting > Batch Print Collection / Delivery Notes...

2. The Collection / Delivery Note Batch Printing window will be displayed

3. All Delivery / Collection Notes that have been marked as Batch for printing later will be displayed

4. This list can be filtered using the fields at the top of the screen:

Air - Defaults to checked. Uncheck if you do no want the list to contain Air Jobs

Import - Defaults to checked. Uncheck if you do not want the list to contain any Import Jobs

Ocean - Defaults to checked. Uncheck if you do not want the list to contain any Ocean Jobs

Export - Defaults to checked. Uncheck if you do not want the list to contain any Export Jobs

Note - Select from the drop down list (Both, Collection or Delivery)

Location - This is the code of the Company to/from which the collection/delivery is being made

Date - This is the date from which you would like the list to display

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To/From - This is the company to whom the Collection / Delivery Note has been addressed

Job Reference - This is the job reference on which the Collection / Delivery Note has been raised


6. Collection / Delivery Notes can either be selected individually or in groups

7. To select individually, click in the Inc column. This will include each line item in the batch print

8. Click on the SELECT ALL button to select all Collection / Delivery Notes in the list

9. Click on the DESELECT ALL button to deselect all Collection / Delivery Notes (or those individually marked) in the list

10. Click on the PRINT NOTES button

11. The Print Collection / Delivery Notes popup will be displayed

12. Output Type defaults to Paper, but PDF and Tiff/Fax files can be created. Select one or all has required




16. When next going back into this form all invoices printed following the steps above should no longer be displayed in the list

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Financial Reporting System

Use this function to generate financial reports

This also includes the ability to add new reports as individual components on an ad hoc basis

1. Use the following menu path: Reporting > Financial Reporting System...

2. The Run Financial Report window will be displayed defaulting to the Financial Reports tab

3. The following list of reports should be displayed:

Jobs not yet costed

O/S Accruals

Profit/Loss

Purchase Invoices registered but not reconciled

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Sales Invoices prepared but not authorised

4. If required, click on the ADD REPORT button and navigate to a specified location to upload a new report

5. Once the required report has been selected, the Report Criteria Selection tab will be enabled. Click on it

6. A list of criteria will be displayed, depending on the report selected on the previous tab

7. Jobs not yet costed report will display all jobs created for which no job costing has been done. Selecting Jobs not yet costed will display the following data selection:

Creation Date

Job Mode

Job Type

Cost Centre

Badge Code

8. O/S Accruals report will display any amounts that have not been reconciled against a purchase invoice. Selecting O/S Accruals will display the following data selection:

Creation Date

Supplier

Job Mode

Job Type

Cost Centre Code

Charge Code

Charge Group

IATA Origin

UNLOCODE Origin

Origin Country

IATA Destination

UNLOCODE Destination

9. Profit/Loss report will display all jobs that have been checked to be included in Profit/Loss calculations; any losses will appear in red. Selecting Profit/Loss will display the following data selection:

Creation Date

IATA Origin

UNLOCODE Origin

Origin Country

IATA Destination

UNLOCODE Destination

Destination Country

Customer

Cost Centre

Job Type

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10. Purchase Invoices registered but not reconciled will display all purchase invoices that have been created but that have only had partial reconciliation or no reconciliation at all. Selecting Purchase Invoices registered but not reconciled will display the following data selection:

Supplier

Invoice Date

11. Sales Invoice prepared but not authorised will display all sales invoices that have been saved and/or completed. Selecting Sales Invoices prepared but not authorised will display the following data selection:

Creation Date

Customer

Job Mode

Job Type

Cost Centre

Badge Code

12. Selecting any one of these from the list will display various options on the Data Selection tab. These criteria define the report

13. Once the relevant information has been entered on the Data Selection tab, click on the ADD TO LIST icon and the information will appear in the criteria. If you would like to remove any criteria, click on the REMOVE FROM LIST icon

14. Click on the Order By tab

15. Order Report in the Following will display an order to which the report will adhere. This order can be changed by clicking and dragging the grey box next to the Order criteria

16. Click on the PREVIEW REPORT button to preview the report

17. Select Output Type. This can be one, many or all of the following:

Paper

PDF - will be saved to a specific location

Tiff/Fax - will be saved to a specific location

XML - will be saved to a specific location

18. Once an Output Type has been selected, the PRINT REPORT button will be enabled

19. Click on the PRINT REPORT button to print the report

20. If you have selected to print the PDF, the Tiff or the XML file, you will be prompted with a Save As popup to specify the location you would like the various outputs to be saved. If you have selected more than one output, you will only be asked for the location once. GeMS will assume that the location is the same for all outputs

21. The Printer popup will be displayed where you can specify the printer

22. Once the report has printed you should receive a message stating that PDF (Tiff, XML) Report generated at: C:\program Files\asm Gems\osaccruals.pdf (the location indicated above)

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Pre-print AWB Conditions of Contract This functionality allows for the printing of Air Waybill Conditions of Contract

1. Use the following menu path: Reporting > Pre-print AWB Conditions of Contract...

2. The Pre-print AWB Conditions of Contract popup will be displayed

3. Pre-print ordered batches of Conditions of Contract defaults to selected. This option allows you to print up to 999 batches of pre-printed ordered batches of Conditions of Contract. Always ensure that you print this option in reverse order (defaults to checked). Printing this option will result in the following:

Page 1 = blank on both sides




Page 5 = Conditions of Contract one top side




4. Once these have been printed, and you pick them up from the printer with the blank page facing up, flip the pages lengthwise (as these were printed in reverse order). The top page should now be blank on the top side, with Conditions of Contract underneath, and the top (title) of the page facing closest to you. These pages can now be placed in this order into the printer, and the Air Waybill printed. This ensures that the Conditions of Contract are printed on the correct pages as stipulated by HMRC (Please note that this depends on the set up of your printer; you might have to turn the pages a different way in order to ensure that the Conditions of Contract print the right way up on the back of the Air Waybill)

5. Select Pre-print pages with Conditions of Contract if required. This option merely prints the single Conditions of Contract page as many times as stipulated (up to a maximum of 999). This option does not leave the required spaces for the AWB as in the batches above, this merely prints individual pages of the contract

6. Printer defaults to blank when first opening. Click on the PRINT icon to select the required printer

7. Batches defaults to 1 if Pre-print ordered batches is selected. If Pre-print pages is selected, then this changes to Pages. Use the spinner to increase or decrease the number of copies as required

8. Click on the PRINT button to print either the batches or pages

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HCI (Human Computer Interface)

HCI - Overview

Direct access to CHIEF can be obtained through HCI

HCI is a program that is loaded and run as a separate System.

ASM provides HCI as a package that can only be installed on the server or the same machine as the Message Processor

When the software is installed the installer should create a desktop shortcut or a program menu option to load HCI.

Once loaded the users will see a familiar CHIEF logon window.

If users wish to access the program from workstation/terminals, the user will need to install additional address translation (TCP/IP) software (not provided/supported by ASM).

Contact the ASM Help Desk for further information.

HCI CHIEF Transaction Codes

AEAC Associate Export Consignments

AEAL Notify Export Arrival

AEDL Notify Export Departure

AEXD Amend Export Entry

AFSQ Amend FAS Suspense Queue

AIME Amend Import Entry

ANGA Notify Goods Arrival

AQIE Amend queried Import Entry (to answer a query where the entry content is

unchanged)

DADG Display Accounting Deferment Authority

DADV Calculate ad valorem Duty

DCCV Convert foreign currency to Sterling

DCFN Display CAP footnote

DCOM Display Commodity

DCON Display Consignment Details

DCTE Display Chapter table entry

DDAL Display Deferment Account liability

DEVD Display Entry Version details

DFAD Display FAS Account details

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DFSA Display FAS Suspense Account

DHLP Display Help

DLLU Display Licence Usage

DNBD Display Notice board

DNEW Display News

DPRQ Display Print report queue

DQCV Convert quantity units

DSDC Calculate specific Duty

DSEC Display Security Account details

DSPC Display Commodities associated with an SPC

DSPV Display Simplified Procedure

DTBE Display table entry

DTCS Display EC supplements for a Tariff chapter

DTMS Display Tariff measure

DWHS Display Warehouse

ICRE Insert Export C21

IC21 Insert C21 Entry

IFDE Insert Export SAD

IPLE Insert Export PSA (Pre-shipment Advice) input under Local Clearance Procedure

(LCP)

IPSE Insert Export PSA (Pre-shipment Advice) input under the Simplified Declaration

procedure

IPWN Insert FAS payment withdrawal notice

ISAD Insert SAD Entry

ISDE Insert Export Supplementary Declaration

LIEV List Entry Versions

LMOV List Movements

LSTR List stored Queue

LTUE List Trader's uncleared entries

MESS Message Handler

RDE2 Produce duplicate E2 / X2

XTCE Trader Cancel Entry

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HCI CHIEF Function Keys

BACKTAB Go to start of previous unprotected field

DELETE Delete current unprotected character

INSERT Insert space in current unprotected field

HOME Go to start of first unprotected field

END Go to start of last unprotected field

PAGE UP Go to previous page

PAGE DOWN Go to next page

SHIFT+F1 Print current screen

F1 / [Esc] H Help

F2 / [Esc] E Insert segment at end of set

F3 / [Esc] A Insert segment after

F4 / [Esc] B Insert segment before

F5 / [Esc] D Delete

F6 / [Esc] P Refresh screen

F7 / [Esc] R Return

F8 / [Esc] S Downward select

F9 / [Esc] "-" Step down one presentation level

F10 / [Esc] "+" Step up one presentation level

SHIFT+F2 Exit HCI session

F12 Exit HCI session (extended keyboards only)

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GeMS Update Services

GeMS Update Services Overview

The following data can be updated, either manually or via a scheduled task:

Tariff updates

Standing Data updates

Software updates

An executable called UpdateAgent needs to be installed on a workstation that has access to the GeMS server, or on the GeMS server itself. This UpdateAgent executable can then be configured to allow for manual updates or can be scheduled to run automatically.

UpdateAgent accesses the GeMS Webserver on ad ad hoc basis or as scheduled. A check will be performed to see if there are any new updates to be received. If there are these will be downloaded in the form of a .gpak file and stored in a temporary folder called Updatepkgs on the GeMS Server. Once downloaded, the .gpak file can then either be distributed to all workstations manually or automatically (when configured as such in the UpdateAgent executable)

The UpdateAgent.exe can be upgraded remotely. Another executable called UpgradeUpdateAgent.exe will check to see if there is a new version of UpdateAgent available. If this is the case the UpgradeUpdateAgent.exe will get the new version. Please note that the UpgradeUpdateAgent executable needs to be manually copied onto a workstation if updates are to be done from here. This exe will automatically be installed on the server

Opening the UpdateAgent executable Note: UpdateAgent is not automatically installed on a workstation. If this is required on a

workstation then UpdateAgent.exe, UpgradeUpdateAgent.exe and the .net framework need to be installed manually

1. Double click on the UpdateAgent.exe shortcut or access it from the GeMS folder on the server or workstation

2. The Update Data Agent window will be displayed

3. Last Download will be displayed if applicable. This will show the date and time the download was performed

4. Next Download will display the date and time the next download is scheduled. The system will automatically determine the next scheduled download by taking the date and time of the last download and adding 14 days. This can be changed if required

5. Click on the STOP DOWNLOAD SCHEDULER button

6. The CONFIGURATION button and MANUAL DOWNLOAD button will now be enabled and all information pertaining to last and next downloads will disappear

7. Click MANUAL DOWNLOAD button to start a manual download of any available updates

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Note: If a new UpdateAgent.exe is found, the UpgradeUpdateAgent will get the latest version. If the UpgradeUpdateAgent executable is not found the following message will be displayed: Attempted to upgrade the UpdateAgent but the UpgradeUpdateAgent.exe is not found, please ensure a copy of this file exists in the same location as the UpdateAgent.exe

8. A status bar will be displayed, showing Download in progress

9. Once complete the Last Download information will update to the current date and time. The .gpak file will now have been created and stored temporarily in the updatepkgs folder in the GeMS folder on the server

10. Mode indicates that you are connected to the Live environment

0.

Configuring UpdateAgent

1. Click on the CONFIGURATION button on the Update Data Agent window

2. The ECT Config window will be displayed

3. Select Run Application on Startup if the UpdateAgent executable is to open and run on start up

4. Auto Download defaults to selected. This means that any available updates will be downloaded automatically. Deselect if auto downloads are not required

5. Auto Launch Update defaults to selected. This means that the GeMS Update Installer will automatically launch once the update has been downloaded. Deselect if auto launch is not required

6. Enter Web Service Machine. This is the IP Address of the Web Service Machine

7. Activate Schedule defaults to selected. This means that downloads are scheduled to run at a specific time

8. Select Monthly if the Scheduler should be run once per month

9. Enter Day by clicking on the spinner to increase or decrease the day. The Scheduler will then run every month on the day specified

10. Enter Time in the format HH:MM. This field is applicable to both Monthly and Daily scheduling of updates. The Scheduler will then run every month, or every day at the time entered here

11. Select Daily if the Scheduler should be run once per day (when this option is selected the Day field disappears)

12. Enter Connection Attempts by clicking on the spinner to increase or decrease the number of times a connection attempt should be made

13. Click on the UPDATE CONFIGURATIONS button to save the changes that have been made or click on the CANCEL button to cancel

0.

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Manually running the GeMS Update Installer

The GeMS Update Installer can be configured to automatically run once any updates have been downloaded

However, this can also be done manually as described below

1. Open the GeMS Update Installer

2. The GeMS Update Installer will automatically look in the default location for any available packages to be installed

Note: If the GeMS Update Installer cannot locate any updates from the default location, you will be prompted to navigate to a subsequent location for the package to be installed

3. A system message will be displayed asking if you are sure you wish to install update package [name of package with .gpak file extension]? N.B. This will delete any other update packages that exist within the default updates directory. Click on the YES button to continue or click on the NO button to cancel

4. The tables will be updated and a progress bar will be displayed

5. Another system message will be displayed stating that a summary report will now be printed. Press OK (or do nothing) to output to your default printer. Press cancel to choose another printer.

6. The summary report will either display that the update is complete and what has been installed, or any errors that occurred during the update procedure

7. Whatever information was updated (i.e., Standing Data or Customs Tariff) should now reflect the relevant changes

0.

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Report Types

Report Event Report Type

Inventory Failure Report

An inventory system detected problem (e.g., Import entry and consignment mismatch)

DTI-E0

Customs Examination Advice

Route 2 selected DTI-E1

DTI-X1

Entry Pre-Lodgement / Acceptance Advise

Pre-lodgement of a DTI entry or amendment of an accepted entry or reprint request

DTI-H2

DTI-E2

DTI-P2

DTI-X2

Entry Reselection Advice

Entry reselected to another route of examination

DTI-E5

DTI-X5

Export Entry Progress Advice

Permission to progress has been granted to a non-inventory linked Export movement

DTI-X6

Entry Amendment Advice

Pre-lodged or arrived entry amendment results in a pre-defined change to the revenue being exceeded

DTI-H7

DTI-P7

DTI-E7

DTI-X7

Control Office Report

Legal acceptance of an entry which specifies a warehouse

DTI-E8

Entry Accounting Advice

Accounting failure at clearance DTI-E9

DTI-X9

Entry Error Report

Invalid data identified after a declaration has been accepted

DTI-H3

DTI-X0

DTI-P3

Pre-lodgement Deletion Warning

When the time since a pre-lodgement was submitted or last amended exceeds the period defined for the location / shed

DTI-P9

Deleted Pre-lodgement Advice

Automatic deletion of a pre-lodged entry DTI-H5

DTI-P5

Deleted Invalid Entry Advice

Automatic deletion of a stored declaration

DTI-N1

DTI-S1

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Entry Cancellation Refusal Advice

Customs refusal to cancel an accepted entry

DTI-N3

DTI-S3

Entry Cancellation Approval Advice

Customs cancellation of an accepted entry

DTI-N4

DTI-S4

Movement Arrival Advice

Notification of the arrival of goods at a location (Exports only)

DTI-S5

Queried Entry Advice

Customs query of an Entry DTI-N6

DTI-S6

Movement Departure Advice

Notification of the departure of goods from the UK

DTI-S8

Goods Disposal Advice

Customs input to CHIEF identifying that the goods have been seized, destroyed or released

DTI-S9

SAD Copy 3 (Export)

Request Copy 3 transaction N/A

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Electronic Message Types This help page lists the electronic messages (potentially) supported by the GeMS Message Processor:

Message Type Code Description

CUSCAR FRI Consignment Creation

CUSCAR FRC Consignment Amendment

CUSCAR FRX Consignment Deletion

CUSCAR FCS Consignment Split

CUSCAR ZRI Pre-Arrival Consignment Creation

CIMFSR FSR Airline Status Request

CIMFSA FSA Airline Status Answer

CIMFSU FSU Airline Status Update

CUKFSR FSR CCS-UK Status Request

CUKFSR FSN Request re-transmission of FSN

CUKFSA FSA CCS-UK Status Answer

CIMFMA FMA Message Acknowledgement

CIMFNA FNA Message Error Notification

CIMFRD FRD Request to split Consignment

CIMFRN FRN Request to Re-Nominate Paying Agent

CONTRL Errors reported by CCS-UK

CIMFSN FSN Freight Status Notification

GENRAL USR CCS EDIFACT Free Text

GENRAL BCS CCS EDIFACT Broadcast

CUSDEC CCR CCR Initial Declaration

CUSDEC AMC CCR Amendment

CUSDEC SAD SAD Initial Declaration

CUSDEC AMS SAD Amendment

CUSDEC SPC SPIC Initial Declaration

CUSDEC AMP SPIC Amendment

CUSDEC WRD Warehouse Removal Initial Declaration

CUSDEC AMD Warehouse Removal Amendment

CUSDEC SDI CFSP Suppl Decln for Import Initial Declaration

CUSDEC ASI CFSP Suppl Decln for Import Amendment

CUSDEC SDW CFSP Suppl Decln for Warehouse Initial Declaration

CUSDEC ASW CFSP Suppl Decln for Warehouse Amendment

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CUSDEC IAR Inter-Airport Removal

CUSDEC TSR Transhipment Removal

CUSDEC ISR Inter-Shed Removal

CUSDEC FBK Fallback Entry

CUSDEC XTC Entry Cancellation

CUSDEC SCD Export Declaration

CUSRES IMP CHIEF Response CCR/SAD/WRD Declaration

CUSRES IMC CHIEF Response SPC Declaration

CUSRES ISD CHIEF Response SDI/SDW Declaration

CUSRES XTC CHIEF Response Entry Cancellation

CUSRES FBK CHIEF Response FBK Entry

CUSRES EXP CHIEF Response SCD Declaration

CUSRES IAR Customs CLP Response - IAR

CUSRES TSR Customs CLP Response - TSR

CUSRES ISR Customs CLP Response - ISR

UKCRPA E1 CHIEF Customs Examination Advice

UKCRPA E2 CHIEF Entry Acceptance Advice

UKCRPA E5 CHIEF Entry Reselection Advice

UKCRPA E8 CHIEF Control Office Report

UKCRPA H2 CHIEF Pre-lodgement Advice

UKCRPA N3 CHIEF Entry Cancellation Refusal Advice

UKCRPA N4 CHIEF Entry Cancellation Approval Advice

UKCRPA N6 CHIEF Queried Entry Advice

UKCRPB E7 CHIEF Entry Amendment Advice

UKCRPB H7 CHIEF Pre-lodgement Amendment Advice

UKCRPC E9 CHIEF Entry Accounting Advice

UKCRPD H5 CHIEF Deleted pre-lodged entry Advice

UKCRPD N1 CHIEF Deleted Invalid Entry Advice

UKCRPE E2 CHIEF Entry Acceptance Advice

UKCRPE H2 CHIEF Pre-lodgement Advice

UKCRPE N3 CHIEF Entry Cancellation Refusal Advice

UKCRPE N4 CHIEF Entry Cancellation Approval Advice

UKCRPE N6 CHIEF Queried Entry Advice

UKCTRL CHIEF Error report

CIMFWB FWB Master Air Waybill data

CIMFZB FZB House Air Waybill data

CIMFFR FFR Space Allocation Request

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CIMFFA FFA Space Allocation Answer

CIMFIR FIR Schedule information Request

CIMFIA FIA Schedule information Answer

CIMFVR FVR Schedule / Availability Request

CIMFVA FVA Schedule / Availability Answer

CIMFHL FHL Consolidation List

CIMFXX FXX Air Waybill Cancellation

CIMFFM FFM Airline Flight Manifest

CIMFTR FTR Rate Information Request

CIMFTA FTA Rate Information Answer

CIMFWR FWR Master Air Waybill Data Request

CIMFSB FSB Substitute Air waybill Data

CIMFOR FOR Allotment Information Request

CIMFOA FOA Allotment Information Answer

CIMFZA FZA House Air Waybill data Request

CIMFZC FZC House Air Waybill Status Request

CIMFZD FZD House Air Waybill Status Answer

CIMFZE FZE House Air Waybill Status Update

CIMVPR VPR Vehicle Pre-Announcement Request

CIMVPA VPA Vehicle Pre-Announcement Answer

CIMVPX VPX Vehicle Pre-Announcement Cancellation

CIMFCB FCB Freight CASS Billing

CIMFCR FCR CASS Remittance

CIMFCI FCI CASS Invoice

CIMFAI FAI Freight Agent Information

CIMFAS FAS Freight Agent Supplementary Information

CIMFFT FFT Freight Transaction

CIMFAR FAR Adjustment Request

CIMFAC FAC Airline Confirmation

CIMFYT FYT CCS Cargo-IMP Free Text

CIMFUR FUR ULD Space Allocation Request

CIMFUA FUA ULD Space Allocation Answer

CIMFUM FUM ULD Manifest

CIMFQR FQR Shipment Cargo Calculation Request

CIMFQA FQA Shipment Cargo Calculation Answer

CIMSTR STR General Status Request

CIMSTA STA General Status Answer

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CIMFDD FDD Declaration for Dangerous Goods

CIMFRP FRP Irregularity Report

CIMFAD FAD Advice of Discrepancy

CIMFBL FBL Freight Booked List

UKCVYG Export Consignment Shipping Notification

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Error Codes

Error Codes Error Message

0 OK

1 Invalid message type

2 Missing destination or source when creating a message object

3 Message object not created

4 API Library not loaded

5 Invalid data identifier when filling data tables from text file

6 Invalid data tag in trigger file

7 Attempting to read unknown message type

8 Unable to open message file

9 Unable to create message object

10 Error writing to message file

11 Invalid Keyvalue passed to message Data does not exist for requested

message

12 Message not deleted

13 Invalid Parameter passed

14 Missing Mandatory Data

15 Message Too Long

16 Invalid EDIFACT Segment Tag

17 Error wrapping message in EDIFACT headers and trailers

18 Insufficient Elements to Parse

19 Missing Recipient Address for message

20 Unknown Message

21 Unable to create text fill parse object

22 No Files to import

23 Invalid EDIFACT segment qualifier

24 Too many repeating segments in message

25 Unexpected data at end of message

26 Unable to set table buffering

27 Unable to save message detail due to Update Trigger Error

28 Unable to save message detail due to Insert Trigger Error

29 Unable to save message detail due to Delete Trigger Error

30 Unspecified Table Update Error

31 Unable to open Table

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32 Unable to locate base record

33 Not Receiving Files

34 Unable to create log file when processing text files

35 Unknown Recipient

36 Invalid Message ID. Not a numeric value.

37 Invalid Message Despatch Instruction

38 Message not dispatched when expected due to Communications Problem.

Message sent later.

39 Unknown File Export Type

40 Master Air Waybill prefix and number of invalid length in received CUSCAR

message

41 Unknown message type in received CUSCAR message

42 Missing Agent code cannot create/update consignment record

43 Incorrect Split reference in GID segment Split must be zero in a CUSCAR

FRI

44 Incorrect Split reference in GID segment Split must match that in BGM

segment for a CUSCAR FRC

45 Too many repeating GID segments a CUSCAR FRI or FRC should only

detail one split consignment

46 Invalid weight code in CUSCAR MEA segment

47 Unexpected RFF segment (hcc)

48 Recipient (owner) of a consignment in a CUSCAR message is unrecognised.

49 CUSCAR received in which there are no consignment records to process.

50 Could not lock one or more import consignments on receipt of a CUSCAR

FRX.

51 Could not lock import consignment on receipt of a CUSCAR FRI/FRC.

52 Location / AWB details missing from a CUSCAR FRI/FRC

53 Invalid or missing shipment description code in CUSCAR FRI/FRC

54 CUSCAR FRI/FRC received for a consignment which has subordinates.

Record not updated.

55 CUSCAR FRI/FRC received for consignment not owned by Agent

56 Could not update consignment record.

57 CUSCAR FCS received to split a consignment which could not be found.

58 Could not update consignment. Transaction in progress

59 Could not update consignment. Accepted Entry/Removal made.

60 Cannot process splits. Consignment is a master (with HAWBs).

61 Could not update superior consignment. Accepted Entry/Removal made.

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62 Could not lock all the associated records (splits + superior). Update failed.

63 Missing UCM segment. Unable to identify outbound message.

64 Missing UCX segment.

65 Missing UCR segment. Cannot identify data segment which is in error.

66 Missing UCD segment. Cannot identify data element which is in error.

67 Could not locate content of original message. Unable to interpret UKCTRL.

68 Unrecognized CUSDEC assigned code in original message.

69 CUSRES received for a consignment which could not be found.

70 Missing DOC segment

71 Missing LOC segment

72 Unrecognised qualifier in GDS (goods description) segment.

73 Missing Shed/Airport details for FSN retransmission

74 Airport of destination missing from Removal table

75 Country of destination missing from Removal table

76 Onward Carrier code missing for an air removal

77 CRN missing or invalid.

78 Export AWB missing or invalid.

79 Could not locate one or more consignment records for SPIC entry.

80 Could not calculate inventory consignment reference for one or more

consignment records for SPIC.

81 Import consignment locked. Could not update from CUKFSA

82 Unrecognised type of CUSRES received.

83 Unable to open im_cons table

84 Unable to open ie_head table

85 Unable to open ie_item table

86 Unable to open ie_taxln table

87 Unable to open ie_ais table

88 Unable to open ie_amd table

89 Unable to open removal table

90 Unable to open ie_bulk table

91 Unable to open ie_vbu table

92 Unable to open ie_spic table

93 Unable to open ee_head table

94 Unable to open ee_item table

95 Unable to open trigger file

96 Text is too long for GENRAL message

97 GENRAL text contains invalid EDIFACT characters.

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98 Unable to open GENRAL text file

99 No records present in data transfer transaction file

100 Message type not supported by Recipient

101 Missing Consignment detail for CIMFWB/CIMFZB message

102 Missing Charge Declaration detail for CIMFWB/CIMFZB message

103 Missing Carrier Execution detail for CIMFWB/CIMFZB message

104 Missing Accounting Info detail for CIMFWB/CIMFZB message

105 Missing Flight Booking detail for CIMFWB/CIMFZB message

106 Missing CC Charge detail for CIMFWB/CIMFZB message

107 Missing Charge Summary detail for CIMFWB/CIMFZB message

108 Missing Other Charges detail for CIMFWB/CIMFZB message

109 Missing Sales Incentive detail for CIMFWB/CIMFZB message

110 Missing Sender Reference detail for CIMFWB/CIMFZB message

111 Missing Shipper/Consignee detail for CIMFWB/CIMFZB message

112 Missing Routing detail for CIMFWB/CIMFZB message

113 Missing Agent detail for CIMFWB/CIMFZB message

114 Missing Nominated Handling detail for CIMFWB/CIMFZB message

115 Missing Special Handling Code detail for CIMFWB/CIMFZB message

116 No CCSUK address present in Agencies table for CUKFSR FSN message

117 Could not find Status details for outbound CIMFSA message

118 No Split details supplied with Trigger file to which Data transfer applies

119 A consignment already exists for the record to which data transfer applies

120 Undocumented















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150 Data not up to date for message dispatch






201 Missing Consignment and/or Owner detail for CIMFSR message

202 Missing Flight detail for CIMFSR message

254 Invalid Sender for inbound table update GENRAL message

255 Empty table identifier for inbound table update GENRAL message

256 Invalid table identifier for inbound table update GENRAL message

257 Invalid operation code for inbound table update GENRAL message

258 Invalid number of lines indicator for inbound table update GENRAL message

259 Invalid number of records indicator for inbound table update GENRAL

message

301 Missing Mandatory Consignment data for CIMFHL message passed in Text

File

302 Missing Mandatory House data for CIMFHL message passed in Text File

303 Missing FHL data for CIMFHL message passed in Text File

304 Missing Consignee/Shipper data for CIMFHL message passed in Text File

401 DECLN_TYPE is mandatory in ie_head record for a CUSDEC declaration.

402 IMPTR_TURN is mandatory in ie_head record CUSDEC declaration.

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403 GDS_ARR_DECL is mandatory in ie_head record for a CUSDEC SAD or CCR

declaration.

404 TOT_PKGS is mandatory in ie_head record for a CUSDEC SAD,CCR and

WRD declaration.

405 IMP_ENT_NO is mandatory in ie_head record for an amended CUSDEC

declaration.

406 DT_OF_ENT is mandatory in ie_head record for an amended CUSDEC

declaration.

407 INVY_CNSGT_REF is mandatory in ie_head record for a CUSDEC CCR

declaration.

408 GDS_LOCN is mandatory in ie_head record for a CUSDEC CCR declaration.

409 DISP_CNTRY is mandatory in ie_head record for a CUSDEC WRD or SDW

declaration.

410 WHSE_ID is mandatory in ie_head record for a CUSDEC WRD or SDW

declaration.

411 CNSGR_TRUNC is mandatory in ie_head record for a CUSDEC WRD or

SDW declaration.

412 TDR_OWN_REF_ENT is mandatory in ie_head record for a CUSDEC SDI or

SDW declaration.

413 ACPTNC_DT is mandatory in ie_head record for a CUSDEC SDI or SDW

declaration.

414 ACPTNC_TM is mandatory in ie_head record for a CUSDEC SDI or SDW

declaration.

415 No record found in ie_head for a CUSDEC declaration.

416 CPC is mandatory in ie_item record for a CUSDEC declaration.

417 Item number is mandatory in ie_item record for a CUSDEC declaration.

418 No record found in ie_item for a CUSDEC declaration.

419 Serial number is mandatory in ie_bulk record for a CUSDEC declaration.

420 Reason for amendment is mandatory for an amended CUSDEC SDI or SDW

declaration.

421 Item number and Serial number are mandatory in ie_ais record for a

CUSDEC declaration.

422 AI_STMT_TYPE is mandatory if ie_ais record is present in a CUSDEC

declaration.

423 AI_STMT is mandatory if ie_ais record is present in a CUSDEC declaration.

424 Item number and Serial number are mandatory in ie_taxln record for a

CUSDEC declaration.

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425 TTY_CODE is mandatory if ie_taxln record is present in a CUSDEC

declaration.

426 Could not find consignment record to which Data transfer applies.

427 Could not lock consignment record for which Data transfer applies.

428 No keyvalue was supplied in the trigger file to which Data transfer applies.

429 The import consignment to which Data transfer applies was locked.

430 The import consignment to which Data transfer applies already has a

nonmatching process

431 The import consignment to which Data transfer applies already has an

accepted entry

432 No entry header or entry item text files were found for the process to which

Data transfer applies

433 No SPIC entry text file was found for the process to which Data transfer

applies

434 No Removal text file was found for the process to which Data transfer

applies

435 Insufficient Consignment Data in Trigger file to which Data transfer applies

436 Unrecognised process in trigger file to which Data transfer applies

437 No consignment records supplied with Trigger file to which Data transfer

applies

438 Insufficient Consignment Data in file to which Data transfer applies

439 Could not find record in Consignment file to which Data transfer applies

440 Could not find Agent in Agencies table for trigger file to which Data transfer

applies

441 Could not find SMA/SNA file for trigger file to which Data transfer applies

442 No records in trigger file to which Data transfer applies

443 No records in SMA/SNA file for trigger file to which Data transfer applies

444 Incorrect module indicator in trigger file to which Data transfer applies

445 Insufficient data in SMA/SNA file for trigger file to which Data transfer

applies

446 Incorrect type indicator in SMA/SNA file for trigger file to which Data

transfer applies

447

448 Unable to locate consignment for C1 travelling copy printing

450 Unable to find record in im_cons for outbound fallback CUSCAR message.

451 Could not locate consignment record to reprint entry / removal declaration

500 Missing Sender Address for message

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501 Msglog record for message does not contain a valid module code

502 Msglog record for message does not contain a valid agency code

601 Missing UCX Segment in CONTRL Message

701 General message build error. See hmp_log for further details.

702 General message addressing error. See hmp_log for further details.

703 General message parse error. See hmp_log for further details.

801 Missing BGM segment in UKCRPE message

802 Missing DTM segment in UKCRPE message

803 Missing data in DTM segment in UKCRPE message

804 Missing E2 section in DTM segment in UKCRPE message

805 Missing Data in GRP segment in UKCRPE message

806 Missing E2 section in DTM segment of GRP section in UKCRPE message

807 Missing data for grp_acptnc_tm section in UKCRPE message

808 Missing CNT segment in UKCRPE message

809 Missing data in CNT segment of UKCRPE message

810 Missing RFF segment in UKCRPE message

811 Missing data in RFF segment of UKCRPE message

812 Missing FTX segment of UKCRPE message

813 Missing data in FTX segment of UKCRPE message

814 Missing rprt_head_2 data in FTX segment of UKCRPE message

815 Missing RFF Segment in UKCRPE message IETYPE

816 Missing RFF Segment in UKCRPE message USER REF

817 Missing data in IETYPE RFF segment of UKCRPE message

818 Missing RFF segment after IETYPE RFF segment in UKCRPE message

819 Missing TN data in RFF segment of UKCRPE message

820 Missing User Ref data in RFF segment of UKCRPE message

821 Missing NAD segment in UKCRPE message

822 Missing data for DT section in NAD segment in UKCRPE message

823 Missing DT Section in NAD segment in UKCRPE message

824 Missing NAD segment in UKCRPE message PB section

825 Missing data for PB section in NAD segment in UKCRPE message

826 Missing PB section in NAD segment in UKCRPE message

827 Missing N3/N6 section in FTX segment in UKCRPE message

828 Missing UNS segment in UKCRPE message

829 Missing data in UNS segment in UKCRPE message

830 Missing GID segment in UKCRPE message

831 Missing data for GID segment in UKCRPE message

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832 Missing E2/H2 data in FTX segment in UKCRPE message

833 Missing RFF Segment for E2/H2 data segment in UKCRPE message

834 Invalid data in RFF segment in UKCRPE message E2/H2/N3/N4/N6

835 Missing data for RFF segment in UKCRPE message E2/H2

836 Missing Data for E2, RFF segment in UKCRPE message

837 Missing MOA segment in UKCRPE message

838 Missing IETOT_DUTY in MOA segment in UKCRPE message

839 Missing PAC segment in UKCRPE message

840 Missing LOC segment in UKCRPE message

841 Missing NAD segment in UKCRPE message N3/N4/N6

842 Missing DTM segment in UKCRPE message E2

843 Missing data in DTM segment in UKCRPE message E2

844 Missing UNS segment in UKCRPE message

845 Invalid data in UKCRPE message

846 Invalid Serial Code in UKCRPE message

847 Missing MOA segment in UKCRPE message

850 Unable to locate record in removal table for a removal request.

861 Missing BGM segment in CUSRES message

862 No DTM Date of Entry details in CUSRES message

863 No DTM Time of Entry details in CUSRES message

864 Unexpected DTM segment in CUSRES message

865 TAX segment(s) missing from CUSRES message

866 TAX segment(s) missing from CUSRES ISD message

867 Unexpected TAX segment(s) in CUSRES message

868 No RFF EPU nr. details in CUSRES message

869 No RFF Entry nr. details in CUSRES message

870 No RFF ICS/Route details in CUSRES message

871 Unexpected RFF + ADT segment in CUSRES message

872 Unexpected RFF + FO segment in CUSRES message

873 Missing MOA segment in CUSRES message

874 Unexpected RFF + AFD segment in CUSRES message

875 Missing item TAX segment in CUSRES message

901 Unrecognized report type in inbound CUKFSA message

902 Unable to update import consignment record from CIMFNA

903 Unspecified message subcode (SPL/PAC) in CIMFRD message

904 No split consignments in im_split table for CIMFRD message.

905 Unable to update export consignment record from CIMFNA

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906 Unable to update import consignment record from CIMFMA

907 Unable to update export consignment record from CIMFMA

950 Unable to locate consignment in ERTSCONS table

1000 Mandatory Consignment detail missing from FWB table FWB, FZB Message

1001 Mandatory Routing detail missing from Routing table FWB, FZB Message

1002 Mandatory Shipper/Consignee cName, cStreet, cPlace or cCountry data

missing from ShipCons table FWB, FZB Message

1003 Mandatory Shipper/Consignee detail missing from ShipCons table FWB, FZB

Message

1004 Mandatory Also Notifiy cName, cStreet, cPlace or cCountry data missing from

ShipCons table FWB, FZB Message

1005 Mandatory Also Notify detail missing from ShipCons table FWB, FZB

Message

1006 Mandatory Charge Declaration data missing from FWB table FWB, FZB

Message

1007 Mandatory Rate Description data missing from Rate table FWB, FZB

Message

1008 Mandatory Carrier Execution data missing from FWB table FWB, FZB

Message

1200 Missing FSN segment in CIMFSN message

1201 Missing CSN segment in CIMFSN message

1202 Could not locate record in ee_head table for export CUSDEC SCD message

1203 Could not locate record in ee_item table for export CUSDEC SCD message

1204 Missing ARR section is CIMFSI Message.

1250 Missing recipient for this message.

1251 Unknown recipient for this message.

1300 Mandatory Routing Information Missing from Rate Request Message

1301 Unable to locate corresponding Rate Request Message

1500 Missing Flight detail for CIMFFR/CIMFVR message

1501 Unable to locate corresponding CIMFVR message for returning CIMFVA

message

1520 Unable to locate corresponding CIMFFR message for CIMFFA message

1521 Unable to locate Flight detail for CIMFFA message

1522 Unknown Flight returned in CIMFFA message

1523 Detail return for Flight Not Requested in CIMFFA message

1524 Missing Shipper details for CIMFFR message

1525 Missing Consignee information for CIMFFR message

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1550 One or More Mandatory Files are Missing

1560 One of the Mandatory FWB Fields are Missing

1561 IF Goodsdesc='P' ntotalnop Cannot be Empty

1562 No corresponding FWB Entry

1565 One of the Mandatory Flight Fields are Missing

1566 IF Calloccode='CA', callocident Cannot be Empty

1567 No corresponding Flight Entry

1568 No of Flight Legs cannot be more than two

1570 One of the Mandatory Booking Reference Fields are Missing

1571 No corresponding Booking Reference Entry

1580 One of the Mandatory Shipper/Consignee Fields are Missing

1581 nRectype can be Either 1 or 2

1590 One of the Mandatory House B/L Fields are Missing

1690 Mandatory HAWB Details are Missing

2000 Invalid BGM Segment in UKCRPA Message

2001 Invalid DTM Segment in UKCRPA Message

2002 Invalid CNT Segment in UKCRPA Message

2003 Invalid RFF Segment in UKCRPA Message

2004 Invalid FTX Segment in UKCRPA Message




2008 Invalid NAD Segment in UKCRPA Message


2010 Invalid FTX Segment in UKCRPA Message

2011 Invalid Report Type

2012 Invalid UNS Segment in UKCRPA Message

2013 Invalid DMS Segment in UKCRPA Message










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2024 Invalid MOA Segment in UKCRPA Message



2027 Invalid GID Segment in UKCRPA Message

2028 Invalid ALC Segment in UKCRPA Message




3000 Unable to locate record in CUSDEC message

4001 Unable to connect to designated printer

4002 Unable to connect to designated printer. Connected to Message Processor

Default Printer.

5000 Message Gateway Service not running

5001 Unable to connect to Message Gateway Service

5002 Not Logged into CCSUK

5003 Unable to query Message Gateway

5004 Unable to Send Message due to Message Gateway Problems

5500 Unable to locate receive folder

5501 Unable to write message to receive folder

5502 No receive folder defined for agent

6010 Error writing message to text file

6011 Error writing NT Message Gateway message file

6012 Unable to create Message File to pass to NT Message Gateway

8200 Unable to locate consignment record in ertscons table.

8201 Unable to locate the release note number in ertsdlv table.

8202 Unable to generate a new ERTS release note number

8205 NPX > NPR or Status2 is not set for this ERTS consignment.

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Resetting a User

As a User you might receive the following message when logging onto GeMS if your user details have become locked. This may happen when there is a problem with the server, and for some reason GeMS sees the user as still logged in. If this is the case follow the steps below to unlock your user details

1. Access the GeMS Server and go into User Manager

2. Use the following menu path: User Configuration > Configure Users

3. Locate the User that needs to be unlocked. This can be done by navigating through the records using the NEXT RECORD icon in the toolbar


5. Now click on the RESET USER LOCK button. A message will be displayed asking you if you are sure you want to reset the lock on this user? Indiscriminate clearing of this lock can cause errors in the application. Click on the YES button to continue or click on the NO button to cancel

6. Another message will be displayed stating that the User lock reset. Click on the OK button

7. Click on the SAVE CHANGES icon to save the record. You should now be able to log into ASM GeMS

8. Alternatively you can reset a user by going to the following file location in Windows Explorer C:\Program Files\ASM GeMS

9. Locate the file called resetuserlock.exe. Open this file by double clicking on it

10. The Reset User Lock popup will be displayed

11. Agent Code will default. Click on the drop down arrow and change this entry if required

12. Select User Name by clicking on the drop down arrow

13. Enter Password

14. Click on the RESET USER LOCK button to reset the user details

15. A Confirmation popup will be displayed asking you if you are sure you want to reset the User lock. Click on YES to confirm or NO to exit

16. You will receive a Notification stating that the userlock has been reset successfully. Click on the OK button

17. Click on the DONE button to exit

18. You should now be able to log onto ASM GeMS

0.

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FAQs What is Customs view of fallback procedures?

Fallback procedures are not intended for individual shipments, they are there in case of disaster only (for example CHIEF being unavailable for a long period of time, consequently affecting all traders).

Details of any fallback procedures are available on the Customs Website. The recommendation in individual cases is that each company have a back-up partner who can make entries on their behalf. Manual entries must be a last resort. Customs are investigating the problems this causes for the TSO’s.

What are the Routes allocated to Declarations by CHIEF?

Route H - Pre Entry ‘Hold Entry’. Declaration routing allocated prior to arrival at a DEP, TSO or Airline

Route 0 - Route 0 is given in those instances where OK to proceed cannot be given due to an unknown problem with the declaration; e.g. cancelled entries, re-processing errors, etc. and also, if the goods are CAP goods, while waiting a response from the RPA.

Route 1 - Customs Examination of documentation.

Route 2 - Customs Examination of documentation and freight

Route 3 - Permission to progress with post clearance customs check

Route 5 - Cash Payment (CIE only)

Route 6 - OK to Progress. (automatic clearance)

I’ve cancelled a Declaration after associating it – is this OK?

Requesting cancellation of a declaration can be done at any time. If the declaration is Route H the cancellation will be accepted automatically.

If the declaration has any other routing customs input to CHIEF will be required.

Regardless of Route all cancelled declarations must be disassociated from the MUCR. Failure to do this has resulted in unnecessary delays at the Airline. On arrival, if any consolidation has an associated cancelled Declaration, the whole consolidation will be held.

I’ve entered Box 21 as ‘Y’ when it should have been ‘N’ – What should I do?

Only Airlines TSO’s and DEPS have the authority to complete Box 21 - arrival indicator in declarations with ‘Y’. Whilst this rule has not been enforced since final NES Implementation in the Air Environment, Customs instructed all users to complete declarations with ‘N’. (Unless the Agent is an authorised DEP) If Box 21 has been completed incorrectly with a ‘Y’ this will be overlooked by Customs where an occasional error has been made. It is not possible to amend the indicator, and no attempt should be made to correct box 21. It is also not necessary to cancel and re-enter. However HM Customs will query any Agents who appear to continually enter ‘Y’ in error!

There are a high number of Route H declarations on CHIEF that are never processed any further.

When declarations are not arrived (BOX 21 ‘N’) the declaration is allocated Route H. Route H will be progressed to Route 6 when the DUCR is arrived by a TSO or Airline.

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However there appears to be a high number of Route H declarations that do NOT progress to Route 6. Please ensure that any Route H declarations are either correctly associated to a MUCR or that the declaration is cancelled. Airlines or TSO’s should also ensure that all MUCRs are arrived.

My HAWB Jobs do not appear on the consol form (using ASM GeMS).

Ensure that the HAWB jobs are correctly marked as Shipment type ‘HSE – House’ on the Shipment Detail tab of the Job Maintenance form:

How do I add a HAWB (DUCR) to a previously finalised consol (using ASM GeMS)?

1. Open the Consolidation Master Job and select the Shipment Detail tab

2. Select the UNFINALISE button

3. Then select the CONSOLIDATION button. When the consol is displayed (see figure) select (click) the HAWB in the left hand pane and click on the ADD button. The HAWB will be added to the right hand pane.

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4. Once added click on the SAVE CHANGES icon and close the form. Then select the FINALISE buttton:

5. This will send Customs a notification of the addition and provoke a new ADS.

0. How do I remove a HAWB (DUCR) from a consol that I’ve finalised (using ASM GeMS)?

1. Open the Consolidation Master Job and select the Shipment Detail tab

2. Select the UNFINALISE button. Then select the CONSOLIDATION button

3. When the consol is displayed (see figure) select (click) the HAWB in the right pane and select the REMOVE button. The HAWB will be added to the left hand pane.

4. Once removed click on the SAVE CHANGES icon and close the form. Then select the FINALISE button:

5. This will send Customs a notification of the removal and provoke a new ADS.

0. How do I re-print an X2/C88

At the moment you cannot amend the arrival indicator on a Route H entry. The entry should be deleted and a new entry sent ensuring a “Y” is input to Box 21

1. To do this select the entry eg, FDE, click on BASIC, then enter edit mode, type in reason for amendment, close that box then click on delete.

2. Once you have received confirmation of the deletion from Chief go back into the entry, rekey the details ensuring box 21 is “Y” .Amend the last 3 characters of the DUCR from -001 to -001a. Then re transmit the entry.

0. How do I add a new GeMS client?

1. Use the menu path Standing Data > Data Maintenance > Clients

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2. On the toolbar click on NEW RECORD. You must fill in the Short code, airport code, company name, and a default address, you must also tick Export client checkbox

3. Once complete click on SAVE.

0. How do I find a job older than 30 days?

1. On the Events Recorded screen click on the binoculars, this will bring up a find job screen

2. In the “Select a find option” screen, click on what criteria you want to search by, in the “Enter filter value” put in the value you want to find

3. Click on the ADD CRITERIA button (yellow +) this will add it into “Find criteria” window

4. Click on the FIND button

5. Once the search is complete it will list all the jobs found matching that criteria at the bottom of the screen

6. Double click on the selected job

0. How do I unlock a user?

You should first check that your user account is not already in use. If this is not the case see below. If you receive a warning saying “Unable to Log on: User already logged on” you will need to “Reset the User lock”. This can be done from the main ASM GeMS Server

1. Click on the Start button > Programs > ASM GeMS > ASM GeMS User Manager

2. Click on User Configuration > Configure Users

3. Using the next button on the tool bar find the user you need to un-lock, then click on enter edit mode and click on “Reset User Lock” say yes to “Are you sure you want to reset the lock on this user? Indiscriminate clearing of this lock can cause errors in the application”

4. Then click OK at the next prompt

5. Click Save Changes on the toolbar then close out of User Maintenance and User Manager and re-load the user application.

0. How do I add Export shipments entered by other Agents/Shippers to my ADS report?

1. Create a job for the consignment in GeMS

2. On the Consignment Details tab select the OLE button on the right hand side

3. When the Offline declaration window opens key in the DUCR supplied from the other agent or shipper and click Interrogate

4. The system will now go and check this DUCR on CHIEF. If it finds a record that has the correct entry status the information will be updated on this consignment.

5. You will now be able to add this consignment to the ADS.

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0. I have generated an ADS but the goods are now flying on another carrier/AWB

1. Go to the Shipment Details tab on the Basic or Consolidation Master Job

2. Click the UNFINALISE button

3. Click YES to “Please confirm that this consolidation Master is to be unfinalised?”

4. Change the AWB or carrier details as appropriate then click the FINALISE button.

0. How do I add another item (commodity) to my GeMS Export Declaration?

Complete the first item of the declaration then click the yellow plus (+) sign on the toolbar to add the next item.

0. How do I view details of the Duty and VAT paid on an entry?

There are 2 ways of viewing the Duty and Vat details on an entry:

1. Open the job and click on the Consignment Detail tab

2. Double click on the 'Clearance message'

3. Another window ill open showing Duty and VAT details

0. The alternate way is to view the Entry details by printing a Job Report

1. Open the Job and click on Consignment Detail

2. Click on Print

What does it mean when my screen shows Password invalid?

Your GeMS password is case sensitive, if your password is in capital letters and you try to login with caps lock off you will receive a warning. You may also need to make sure that the cursor is in the Password box before you start typing the password

What do I do when I stop received responses to my entries?

The first thing to check is that the ASM GeMS Message Processor is running. To do this you will need to be on the machine that runs the ASM GeMS Message Processor. First check that you have 3 diamonds showing in the bottom right hand corner of the screen. The programs may still be running but could be hidden, if your system tray has an arrow icon pointing outwards, click on the arrow and it will show any hidden programs that are running. If all 3 of these are running you can test your communications by trying a Query of CCS-UK from your GeMS User Application. This should always be done before attempting to resend entries. If you don't receive a response back to the Query then you may have a communications problems and will need to contact the ASM Helpdesk for further assistance.

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If none of the diamonds are showing then load the ASM GeMS Message Processor by either double clicking the ASM GeMS Msg Processor icon on the Desktop or clicking on Start > Programs > ASM GeMS > ASM GeMS Msg Processor

What do I do when I have to keep refreshing my screen to get entry updates?

If you keep having to click 'Refresh' to receive a response to an entry, first of all close out of the GeMS User Application and re-load it. If you still have to click 'Refresh' then you may need to re-start the GeMS Message Processor. If you have access to the server follow the instructions under What do I do when I stop receiving responses to my entries, if you don't have server access, you will need to speak to your System Administrator and ask them to re-start the message processor, or ask them to call the ASM Helpdesk for assistance. If after re-starting both the User Application and Message Processor you still have to click 'Refresh' to get responses back please contact the ASM Helpdesk for further assistance.

0. What do I do when I lose my toolbar?

1. Close all open screens within GeMS User Application

2. Click on 'Tools'>'Utilities' > 'Reset Toolbar/Column Orders and Windows'

3. Click OK to the message advising they have been reset, and your toolbar will be returned.

4. You can also use 'Reset Toolbar/Column Orders and Windows' to reset the order of the Import Consignment list.

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References The following sources need to be acknowledged for assisting with the compilation of this help, particularly the Glossary of Terms

Websites: http://www.asm.org.uk http://dictionary.reference.com/ http://www.ucc.ie/xml - The XML FAQ http://www.ef61.dial.pipex.com - RJJ Freight Ltd www.hmrc.gov.uk - TIS Overview & Glossary (CHIEF Project Des 110) & HM Revenue & Customs Glossary http://ec.europa.eu/taxation_customs/resources/documents/customs/procedural_aspects/transit/common_community/transit_manual_en.pdf (Transit Manual)

MSDN Library, July 2003

Office Power with AIM - British International Freight Association, October 1999

IATA, Air Waybill Handbook (1997), 20th Edition

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Disclaimer Although every precaution has been taken in the preparation of this document, Agency Sector Management (UK) Ltd. assumes no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained in this document. All information included herein is subject to change without notice. Published by: Agency Sector Management (UK) Ltd. Ashford House 41-45 Church Road Ashford Middlesex TW15 2TQ

Copyright ©2006 Agency Sector Management (UK) Ltd All Rights Reserved. This document and the contents thereof must not be reproduced or transmitted in any form or by any means without the written permission of Agency Sector Management (UK) Ltd.

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Contacting ASM ASM is a company Limited by Guarantee. It is a mutual company which is owned by its Users. Its role is:-

To represent the interests of its Users in EDI related dealings with government and regulatory bodies including HM Customs, IATA, etc.

To commission, develop and support software systems (currently ASM2000NT and GeMS) enabling Forwarders to interface with other Community Systems via CCS-UK

To provide a one-stop IT solution for all parties involved in the International Freighting supply chain

Head Office Ashford House 41-45 Church Road Ashford Middlesex TW15 2TQ Telephone 01784 242 200 Fax 01784 242 012 Technical Support A 24 hour 7 day a week 365 days a year telephone support line 01784 240400

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Glossary

A AAMS: See Air Automated Manifest System

Accrual: An amount stored against a Job representing an expected cost for services

ADS: See Airline Delivery Schedule

Agent: A person or company who represents the interest of someone else

Air Automated Manifest System: The Air Automated Manifest System (AAMS) software was developed to send advance electronic information to the United States regarding Exports

Air Waybill: A document of carriage issued to allow the transport of goods by an airline.

Airline Delivery Schedule: The Airline Delivery Schedule is similar to a manifest and was introduced to assist the Air Freight Industry in accommodating HM Customs New Export System (NES) requirements. The ADS contains Consolidation Master Air Waybill information and House Air Waybill information (number of pieces and weight etc.).

Archive: A long-term storage area for files that are no longer in active use

AWB: See Air Waybill

B Back to Back: A consolidation consisting of a single shipment with one House Air Waybill

and a Master Air Waybill.

Barcode: A message system of varying alternating widths of black and white bars on a label designed to be read automatically

Batch: A quantity required for or produced as the result of one operation

Bitmap: A set of bits that represents a graphic image, with each bit or group of bits corresponding to a pixel in the image

C CAP: See Common Agricultural Policy

Cargo Accounts Settlement System: An IATA system of settling accounts between CASS airlines and their customers. CASS airlines are carriers that choose to participate in the system in 19 different countries. CASS settles money between agents and carriers for exports

Cargo Community System - UK: This is the computerised cargo processing system for airfreight inventory control, consisting of a central database and a "switch" to transfer and translate between the various computer systems connected to it

CargoIMP: Electronic Data Interchange messages constructed according to the IATA Cargo Interchange Message Procedures Manual

Carrier: The identification of the mode of transport used to carry the cargo

CCS-UK: See Cargo Community System - UK

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CFSP: See Customs Freight Simplified Procedures

Charge Codes: Charge Codes allow users to create and maintain details of codes to be used when costing jobs. These codes identify certain details of the cost and/or sales item being associated with the Job

Charge Groups: Charge Groups enable users to allocate individual charge codes to groups so that analysis of Job Costing data can be performed on a subset of that data

CIMFSN: Cargo Interchange Message - Freight Status Notification

CIMFSR: Cargo Interchange Message - Freight Status Request

Common Agricultural Policy: CAP is a system to provide common prices within the EU for farm produce and other agricultural products

Community Transit: CT is the procedure required for the movement of uncleared non-Community goods between or through member states of the EC. It is the system by which Customs determines whether the goods are in free circulation or not.

Consignment: A shipment of one or more packages moving under one Air Waybill, House Air Waybill or consolidation Master Air Waybill

Consignor: The sender or shipper of the goods; the seller; the one who forward the cargo

Consol: The commonly used abbreviation of consolidation. See Consolidation

Consolidation: The bringing together of several consignments for presentation to an airline together under a single Master Air Waybill. Each consignment despatched under its own House Air Waybill remains a separate entity with its own contract between shipper and cargo agent or forwarder

Cost Centre: Cost Centres are groups by which Job Costing data can be analysed. A Cost Centre is generally applied to a department within an Agency

Country codes: A two letter code for each country, listed in cargo guides and designated by IATA

CPC: See Customs Procedures Codes

CT: See Community Transit

CUSCARFRC: Consignment amendment

Customs Declarations: When an aircraft (or ship) arrives at the place where unloading is to take place, the goods must be "presented" to Customs, i.e., Customs must be informed in the required manner that the goods have arrived

Customs Freight Simplified Procedures: A simplified clearance system introduced by HM Customs & Excise to give automatic release to CFSP registered traders. This means that a simplified declaration can be completed at the arrival airport, and a supplementary declaration must be completed by the 4th working day of the following month

Customs Procedures Codes: Each time a Customs entry is prepared a code must be given indicating why the goods are being exported or imported

Customs Warehouse: A Customs Warehouse is a place approved by HM Customs and Excise for the storage of goods without payment of import duty. Import VAT is also suspended during storage of warehoused goods. There are several different types of Customs warehouses. While most approvals are for specific locations, in some cases approval can be given to a company and its commercial accounting and stock control systems. In tese cases the approval is not linked to a specific location.

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D DAN: See Deferment Approval Number

Deferment Approval Number: The Deferment Approval Number is the account number for paying Duties and Taxes

DEP: See Designated Export Place

Designated Export Place: Designated Export Place is where consignments are cleared by Customs at the approved trader’s designated inland premises.

Direct Representative: When completing Customs export documentation forwarders need to declare their status. This would be either Direct Representative or Indirect Representative. Direct Representative indicates to HM Customs & Excise that the importer is solely the Customs debtor. This is the preferred status for the forwarder

E EDI: See Electronic Data Interchange

Electronic Data Interchange: The exchange electronic data between computer systems for business use

Enhanced Remote Transit Shed: ERTS are Customs approved sheds outside the Customs controlled airside area of the airport where non-community goods are temporarily stored prior to formal customs clearance

Entry Processing Unit: The office of HM Customs & Excise responsible for processing the customs entries at a specific location or series of locations

EPU: See Entry Processing Unit

ERTS: See Enhanced Remote Transit Shed

Export: The process of selling, transporting or sending goods across an international border

F Fallback: The contingency plan to ensure that goods continue moving if a computer system

fails, as for example, the CHIEF system

FRC: See CUSCARFRC

FSN: See CIMFSN

FTP: File Transfer Protocol for transmitting files between systems on the Internet

G General Valuation Statement: A General Valuation Statement is used as a 'season ticket'

in place of individual valuation declarations. It is valid for 3 years from date of issue provided the terms of trading and Importers registered details remain unchanged

Guarantee: Financial cover to ensure the collection of duties and other charges, furnished by a principal.

GVS: See General Valuation Statement

H

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HAWB: See House Air Waybill

HCI: See Human Computer Interface

House Air Waybill: It is a document used to control the movement and handling of a consignment between the forwarder in the origin country and the receiving agent in the destination country

Human Computer Interface: Human Computer Interface (HCI) grants users direct access to CHIEF

I IAR: See Inter-Airport Removal

IATA: See International Air Transport Association

ICD: See Inland Clearance Depot

Import: The movement of goods into a country across an international frontier

Indirect Representative: This indicates that the forwarder is jointly with the importer as the Customs debtor and equally liable for non-payment of any Customs duty or taxes

Inland Clearance Depot: An ICD is an approved (inland) location where goods can be declared to Customs and brought under Customs control using normal and SDP (but not LCP) procedures.

Inter-Airport Removal: The movement of uncleared non community goods from an approved place of importation to another airport within the UK for Customs examination and clearance

Inter-Shed Removal: This is a request to Customs to move goods from the current shed to a new shed location. Once the request has been validated the transfer is only complete once the new shed operator has received the goods intact and created an inventory record

International Air Transport Association: International Air Transport Association, a consortium of all the major airlines of the world, based in Montreal and Geneva. Recognised throughout the world as the controlling body for air transport matters

Interrogation: To make an enquiry of a computer system or to find out information it is designed to make available

Invoice Reconciliation: At some point after estimated coses have been input against Jobs, invoices will be received from Suppliers. These invoices may be an amalgamation of more than one service supplied over a period of time and therefore individual elements of an invoice may refer to a number of estimated costs across a number of jobs. Supplier invoices needs to be matched against one or more job charge records

ISR: See Inter-Shed Removal

J Job Costing: The mechanism whereby purchase and sales amounts can be recorded against

a Job record and the results reported, within GeMS

L LCP: See Local Clearance Procedure

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Local Clearance Procedure: LCP is used to release goods from a designated premises

M Maritime: Of or relating to marine shipping or navigation

Master Air Waybill: A MAWB is made out for each consolidated consignment, showing the consolidator or forwarder as the shipper. It is lodged with the airline and becomes a contract of carriage and may cover a single shipment or a consolidation.

Master Unique Consignment Reference: MUCRs are normally used to associate (link) several Declaration UCRs (DUCR). One container may have many consignments. Each consignment is separately declared and has its own DUCR but they are all grouped under the same MUCR so that only one document is given to Customs instead of many declarations for numerous consignments

MAWB: See Master Air Waybill

MUCR: See Master Unique Consignment Reference

N NCTS: See New Computerised Transit System

Neutral Air Waybill: A neutral Air Waybill is an Air Waybill that is printed onto a pre-printed Air Waybill (a form set up with the correct grids, rows, columns, etc.). These pre-printed Air Waybills will be loaded into the printing tray. The neutral Air Waybill information is laid out in the correct format so that it prints into the corresponding boxes

New Computerised Transit System: An EU wide electronic system to control transit movements of goods across the community

Nominal Ledger: Term used for the underlying 'table' used to store data in an Accounting application

O Off-Line Entry: An OLE is used when a second Agent wishes to include a submitted

declaration (by a previous agent) on his consolidation. This would mean the second Agent would not have to re-declare their goods but would still show the declared Jobs DUCR on their Airline Delivery Schedule

OLE: See Off-Line Entry

P Payment Terms: Payment terms specify the conditions (how/when) by which the Customer

will be expected to pay for services provided to them. Payment Terms records can be associated to Client records

Plain Paper Air Waybill: This is an Air Waybill that is printed onto plain (blank) paper with the correct layout, e.g., columns, grids, colours, etc.

Principal: The person who places goods under the transit procedure, even where this is done by an authorised representative

R

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Rate Class: Rate class defines the kind of airfreight rate to be used for a particular shipment.

Renominate: The processing of reappointing an Agent to a consignment

Representative: A Representative is an authorised person or company who makes the declaration and signs the SAD (which is to be kept at the office of departure) on behalf of the Principal.

RPA: See Rural Payments Agency

Rural Payments Agency: This is the UK body responsible for administering export and refunds

S SDC: See Shipment Description Codes

Shed: See Transit Shed

Shipment Description Codes: Import consignments reported to Customs must have an SDC: T - Total consignment manifested, i.e., the complete consignment is reported, NPX = NPR; M - consignment manifested over multiple flights; C - consignments with Community status, arriving directly from an EC airport; E - consignments with community status, but on a flight from a non EC airport

Shipper: The consignor; the person or company sending the goods overseas. Usually the seller

Simplified Procedures: A simplified clearance system introduced by HM Customs & Excise to give automatic release to CFSP (Customs Freight Simplified Procedures) registered traders.

SKU: See Stock Keeping Unit

SMTP: Simple Mail Transfer Protocol. A protocol used to transfer electronic mail between computers

Standing Data: The Master Data stored within GeMS and is the information on which all Jobs are based

Stock Keeping Unit: This is a unique number used to identify products in the product catalogue

Supplier: A company that supplies a service that can be charged against a specific Job

T TIN: See Trader Identification Number

Trader Identification Number: This is the identification number of the Trader using NCTS, and is usually the Trader's TURN number plus an extra digit as advised by Customs

Transhipment: These are goods that need to move intact to another airport outside the UK

Transit Shed: A place within a port or airport, approved by HM Customs & Excise, where cargo may be placed in temporary storage.

U UFO: See Unidentified Freight Object

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ULD: See Unit Load Device

Unidentified Freight Object: This is a record that is created in instances of unidentified package receipt

Unit Load Device: The various types of equipment used for loading cargo, which enables individual pieces of cargo to be assembled into a standard sized unit to facilitate rapid loading of the aircraft, e.g., pallets, containers, etc.

W Warehouse Removal Declaration: The Warehouse Removal Declaration is for use when

declaring goods from customs warehousing regime into free circulation or other suspensive procedures

WRD: See Warehouse Removal Declaration

Z Zip: To create a compressed archive (a "zip file") from one or more files

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Index A AAMS .................................................. 79 Accepted Entry ............................ 61, 162 Accounts Data Transfer Maintenance .. 175 Action Log ......................................... 252 Address ....................................... 24, 231 ADS ...................................69, 75, 76, 77 Agent ................................................ 221 Air Automated Manifest System ............ 79 Air Waybill ......... 80, 82, 83, 216, 251, 255 Airline Delivery Schedule .....69, 75, 76, 77 Airline Fallback............................206, 207 Alerts ................................................ 256 Arrival Message ................................... 67 Arrivals.............................................. 204 ASM Message Routing ........................ 215 Association ..................... 29, 36, 122, 203 Availability ......................................... 210 AWB...........80, 82, 83, 216, 251, 255, 270 AWB Conditions of Contract ................ 270 AWB Stock Maintenance ..............216, 251 B Back to back.................................. 74, 82 BAK............................................... 74, 82 Barcode Label .............................256, 260 BAS..................................................... 70 Basic ............................ 70, 100, 107, 118 Basic ERTS Consignment .................... 100 Batch Print .................................176, 266 Batch Transmissions........................... 173 Browse.................................63, 165, 245 Bulk Entry...................................... 51, 56 Buttons ............................................... 11 C C105a ......................................... 59, 158 Carrier............................................... 221 CCR .................................................. 135 CCS-UK ....... 84, 85, 87, 89, 160, 206, 213 Central Product Classification.......225, 226 CFSP ..........................................169, 170 Charge Codes .................................... 240 Charge Groups................................... 240 CHIEF Function Keys .......................... 274 CHIEF Transaction Codes ................... 272 Clearance Request ............................... 44 Client Maintenance. 22, 23, 24, 26, 27, 28,

229, 230, 231, 232, 233, 234 Client Relationship ............................. 235 Closing ........................................ 38, 203 Collection Notes ....................60, 161, 266 Commercial Invoice............................ 195 Commodity Codes .............................. 266 Conditions of Contract ........................ 270

Consignment ..... 87, 89, 98, 100, 160, 207 Consignment Detail........... 20, 92, 96, 121 Consolidation....................................... 72 Consolidation Manifest ......................... 72 Consolidation Master...................... 72, 76 Cost Centre ....................................... 241 Costing Jobs .................................30, 124 Country......................................222, 227 CPC Code ...................................225, 226 CRE .................................................... 44 Customer Data Management .............. 195 Customs Clearance Request ............... 135 Customs Revenue Reports.................. 264 Customs Tariff .................... 235, 236, 238 D Data ................................................. 220 Data Files .......................................... 249 Data Maintenance............... 220, 229, 256 Dead Letter Queue ............................ 247 Declaration..................... 61, 62, 162, 164 Declined Entries............................61, 163 Deleting .....................................218, 229 Delivery Notes ...................... 60, 161, 266 DEP ................................... 64, 65, 66, 67 Departures ........................................ 205 Disassociate .................................37, 203 E Editing .......................................218, 229 Electronic Message Types................... 281 E-Mail ............................................... 255 Error Codes ....................................... 285 Error Log........................................... 246 ERTS..... 98, 100, 102, 107, 108, 109, 110,

112, 115, 117 ERTS Reports .............................105, 262 Events Recorded................................ 7, 8 Existing Delivery ................................ 114 Export Normal Procedures .................... 35 Export Simplified Procedures ................ 35 Exports .18, 20, 35, 38, 41, 44, 46, 48, 50,

51, 53, 55, 265 F Fallback.............................. 158, 203, 207 FAQ .................................................. 300 FBK.................................... 158, 203, 207 FDE ................................... 46, 48, 50, 51 Final Supplementary Declaration..170, 171 Financial Reporting System................. 267 Flight Availability................................ 210 FRC................................................... 115 Freight Status Notification .................. 168 FSD ...........................................170, 171 FSN .................................................. 168

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Full Declaration...................46, 48, 50, 51 Full Delivery....................................... 112 Full Shipment................................. 64, 65 G GeMS Update Installer........................ 277 Goods In (DEP).........................64, 65, 66 Goods In (ERTS)..........107, 108, 109, 110 Goods Out (DEP) ................................. 68 Goods Out (ERTS)............... 112, 113, 114 H HCI ............................................272, 274 House ................................................. 71 House Air Waybill................ 102, 108, 119 HSE..................................................... 71 Human Computer Interface .........272, 274 I IAR ................................................... 139 Icon .................................................... 10 Import Consignment .. 85, 89, 92, 96, 160,

169 Import Simplified Procedures .............. 128 Imports .... 84, 85, 89, 90, 92, 94, 96, 128,

135, 155, 160, 169 Incidents and Transhipments.............. 192 Insignia ............................................. 248 Inter Airport Removal......................... 139 Interrogate...........................87, 210, 213 Inter-shed Removal.....................115, 205 Invoice ..................29, 122, 177, 196, 200 ISR ............................................115, 205 Items48, 53, 132, 142, 147, 152, 183, 188 J Job .8, 18, 21, 22, 30, 80, 84, 90, 94, 117,

120, 124, 239, 257 Job / Customer Detail.. 18, 22, 90, 94, 120 Job Costing................... 30, 124, 239, 257 Job Notes .......................................... 116 L Labels ........................................256, 260 LCP ..................................................... 41 Licence / RPA ................................ 50, 55 Local Clearance Procedures .................. 41 Local Customs Office.......................... 224 Local Tables ...................................... 245 M Management Reports ......................... 258 Master Air Waybill ........................ 80, 102 Master Unique Consignment Reference 15,

38, 77 Message Queuing............................... 247 Message Routing................................ 215 Message Types .................................. 281 MUCR....................15, 36, 37, 38, 77, 203 MUCR Association ................................ 36 MUCR Disassociation ............................ 37

MUCR Validation .................................. 15 Multiple Consignments ......................... 21 N NCTS Arrival ...............................190, 191 NCTS Declarations ......180, 182, 183, 185,

187, 188 NCTS Office....................................... 228 NES ...........................................204, 205 NES Arrival ........................................ 204 NES Departure................................... 205 Non-Inventory Linked .................120, 121 Non-Simplified ..............................35, 128 Normal Procedures .......................35, 128 O Off-Line Entry...............................35, 155 OLE .............................................35, 155 P Package ............................................ 228 Partial Delivery .................................. 113 Partial Shipment ............................ 65, 66 Payment Terms ................................. 242 Plain Paper Air Waybills ........................ 83 PLE ..................................................... 41 Port .................................................. 222 Pre Shipment Entry ........................ 38, 41 Pre-arrival ..................................166, 167 Printing75, 77, 83, 85, 105, 256, 258, 260,

262, 270 Process ............................................. 253 Product Details .................................... 28 PSE..................................................... 38 Q Query ................................ 210, 213, 252 R Reference Guide ............................ 10, 11 Renominate..................................88, 129 Repair ............................................... 247 Reports .....62, 85, 87, 105, 164, 258, 262,

264, 266, 267, 279 Request ............................................ 211 Reset .........................................251, 299 Resetuserlock.exe .............................. 299 Re-submitted Entries.....................61, 163 Resynchronise ................................... 247 Routing ............................................. 215 S SAD ...........................................130, 132 Sales Invoice ........................ 32, 126, 176 SDE ................................... 51, 53, 55, 56 SDI ............................................145, 147 SDW .................................. 150, 151, 152 Server Tables .................................... 246 SFD .................................................. 136 Shed ..........................................210, 224 Short Cut Keys..................................... 14

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Simplified Frontier Declaration ............ 136 Simplified Procedures ................... 35, 128 Single Administrative Document...130, 132 Space allocation................................. 211 Splits......89, 104, 109, 110, 118, 119, 160 Standing Data.................................... 215 Stock Maintenance ......................216, 251 Supplementary Declaration.51, 53, 55, 56,

145, 147, 150, 151, 152 Supplier......................................177, 242 T Tables .........................245, 246, 247, 249 Tariff...........................227, 235, 236, 238 Templates ......................................... 218 Toolbar ............................................. 251 Transhipment Removal Request.......... 138 Trigger .......................................226, 253 TSR................................................... 138 U UFO .................................................... 99 Unfinalising.......................................... 77

Unidentified Freight Object ................... 99 Unloading Remarks ............................ 193 Unlock Records..................... 62, 164, 250 Unsolicited Text Message ................... 202 Update Agent .............................276, 277 Update Installer ................................. 277 Update Services................................. 276 V Validation............................................ 15 Validation Codes .........................217, 218 Value Build-Up.............132, 142, 147, 151 VAT Rates ......................................... 243 W Warehouse Location .......................... 227 Warehouse Removal Declaration..140, 142 Windows ........................................... 251 Windows Event Viewer....................... 250 Withdrawing Goods.............................. 67 Worksheet....................................57, 155 WRD..........................................140, 142