As you are probably aware this procedure was introduced for all export shipments to third world (that is non-European Union countries), in 2002/3. No paper declarations, ie the C88 SAD documents, have been accepted for this type of movement, and this will bring exports into line with imports. All export declarations will have to be made electronically.

One point which must be born in mind is that the data to be reported MUST NOT CONTAIN THE CHARACTERS - : + [ ] or the submission will be rejected

There are a number of options for those wishing to prepare and submit the declarations themselves, the first of which is to use a web form on HM Revenue & Customs' web-site (www.hmrc.gov.uk) and whilst the costs of transmission may be low, as you merely need your existing web connection, the time taken to re-key data already held in the Formwise system could be lengthy and possibly prone to typing errors.

Given the possibility of errors, we will concentrate on the various opportunities to extract a file from Formwise and submit it to Customs as per the menu shown below.

So we can submit the declaration by one of the following routes:-

1. E-mail attachment:

Because of its ease of use, this has proved to be a popular option as it involves creating an extract file from Formwise and attaching that file to an e-mail. There are a range of message types but most users are submitting the Full Initial. Please note that if you are a food exporter and you intend to use the procedure for the submission of RPA claims, then this method is deemed not to be secure enough, and you will be forced to use either the web-service or Service Provider options below.

2. A Service Provider, eg Bell Davis or Community Network Services

These companies offer a service of either :-

a the facility to key data into their system, as in option 1 above, and submit the data to HM Customs on your behalf, or

b receive data in a standard format extract from Formwise. However there is a not insubstantial cost involved in either of these methods.

The first thing that must be done is to complete an application form. If you do not wish to use Simplified Clearance Procedure then you should complete a Form PA7, which is a single page document and is available from the Download page of our web-site. If you do wish to use the Simplified Clearance Procedure, possibly because you will not have all the data to hand, then you will need to complete the downloadable form CE42 www.hmce.gov.uk/forms/forms/ce42.pdf. You will be asked to select a type of submission and if approved for the email attachment route, you will be given a role and location, which you will need to provide to us on the support line, and your system MUST be upgraded with this data before you can proceed.

For all the options, the creation of the attachment files uses the same methodology as follows:-

Enter the consignment required, move it into the middle by clicking on the button and, if required, select more consignments. We suggest that you change the filename and keep a permanent record of submissions. You can then click on the icon and the system will prepare the extract file and close the option for you, but we advise that you check the box "Send as an e-mail", and as you can see from the above graphic that the correct address is already in place

Message Responses:

The person submitting the email will receive the initial response message as follows:

X400 Inter-personal Notification:

Your message to
was received at 06 Feb 2008 14:36:47 +0000
This notification was generated
Manually
The following extra information was given:
NES Declaration

There are a number of potential return messages all of which are in EDI format and are therefore extremely difficult to read.

RESPONSE MESSAGE: UNB+UNOA:2+EDRCHIEF+THSAHFN::LOCEDCAHFN+080206:1436+0000941433+000850+CHIEFLI
VE++++0'UNH+08020614364167+CUSRES:D:04A:UN:109730'BGM+EFD::109++29'DTM+7:2008
02061436:203'LOC+14+GBTHP::109'LOC+22+065::109+A'LOC+44+555::109'RFF+ABT:A173
85V:1'RFF+ABO:8GB514918246000-000365W:N'RFF+ABS:A1'RFF+AHZ:1:H'DOC+960'MOA+40
:10800.00'MOA+55:0.00'MOA+9:0.00'MOA+74:0.00'MOA+176:0.00'CST+1'TAX+5'MOA+123
:10800.00'UNT+20+08020614364167'UNZ+1+0000941433'

Looking for “CUSRES” and “TAX” which signifies a correct message accepted BUT OCCASIONALLY ERRORS DO HAPPEN AS BELOW:-

SAMPLE ERROR MESSAGES may contain the following:-

CUSRES

ERC+6::109'FTX+AAO+++E2658 COMMODITY DOES NOT REQUIRE SUPPLEMENTARY

ERC+6::109'FTX+AAO+++E2655 COMMODITY REQUIRES SUPPLEMENTARY UNITS'

ERROR NUMBER AND PROBLEM

CONTRL

CUSDEC:D:04A:UN:109730+4'UCS+384'

WITH AN ERROR LIKE THIS EMAIL THE RESPOMSE FILE AND THE ORIGINAL SUBMISSION FILE TO MIKE@FORMWISE.CO.UK

CONTRL

CUSRES

:4:1:UN'UCI+DTICHIEFEDI+THSAHAT+CHIEF+4'UCM+000670+CUSDEC:D:04A:UN:109730+4'UCS+0+10'UCD+10+0'UNT+6+08013111114073'UNZ+1+0000935874'

WITH AN ERROR LIKE THIS EMAIL THIS AND THE ORIGINAL SUBMISSION FILE TO MIKE@FORMWISE.CO.UK

CUSRES

ERP+:4:1+CST:88:5'ERC+6::109'FTX+AAO+++E1077 BASE COMMODITY DOES NOT EXIST'

CUSRES

ERP+:0+:0:5'ERC+6::109'FTX+AAO+++E1697 A CPC MUST BE ENTERED'

ERP+:0+:0:5'ERC+6::109'FTX+AAO+++E256 CPC REQUIRES COMMODITY CODE TO BE DECLARED'

ERP+:0+:0:5'ERC+6::109'FTX+AAO+++E2483 AT LEAST ONE ITEM PACKAGE MUST BE SUPPLIED'

ERP+:4:1+CST:16:5'ERC+6::109'FTX+AAO+++E1077 BASE COMMODITY DOES NOT EXIST'

ERP+:0+LOC:34:5'ERC+6::109'FTX+AAO+++E10436 FIELD GDS-DESC IS MANDATORY'

ERP+:0+:0:5'ERC+6::109'FTX+AAO+++E2482 AT LEAST ONE PREVIOUS DOCUMENT MUST BE SUPPLIED'

Following receipt, the INDIVIDUAL SUBMITTING ADDRESS AND MAIN REPORT ADDRESS RECEIVE THE FOLLOWING FOR ALL SUBMISSIONS AS AN ATT*.DAT FILE. The file can be opened with Word and shows in the file, but subject to a ragged display, the following:-

*GBP* *GBP*
CHIEF EXPORT PRE-LODGEMENT ADVICE at

14:36 DTI-P2 on 06/02/2008 Entry: 555-A17385V-01/01/2008

EPU ENTRYNO DATE

TIME DATE NUMBER

FDE version 01 for ABCDEFGH

COMPANY ROLL
Route H at 065 status A1 page 0000000001

ENTRY ACCEPTANCE DETAILS
ENTRY DATA HELD PENDING GOODS ARRIVAL
Declarant Id          GBVATNUMBER        Submitting TURN
CONSIGNMENT DETAILS
        Decln UCR   8GBvatnumber-000000W              part N
        Consignor   GBVATNUMBER        NAME OF CONSIGNOR
        Location    GBTHP              Total packages 10
        Total Stat value       10000.00

The entry of data is covered during the Processing a Consignment pages of this help file.

(NB HM Revenue & Customs also suggest that you keep a print of the C88 (SAD) copy 3). This does require that you enter the Customs Entry Number from the approval message. This can be extracted using the appropriate routine from the EDI Read options). Please note that with the web entry a document called a "Copy 3 Equivalent" is produced. Some forwarders seem to think that this is the real document but as its name suggests this is because the web system cannot print a real Copy 3 C88. If you have trouble with the forwarder, usually with shipments from non-UK European ports, please forward the contact details and documents to us and we will put SITPRO on their case.

EXPORTS FROM EU VIA ANOTHER EU COUNTRY:
Some customers have problems with shipments which are being exported through the European Union, either port or across a land border and whilst we would like to put SITPRO on their case and prove that the real C88 Copy 3 is an ACTUAL document, we recognise the practicality of giving the forwarder or customs authorities what they are expecting and for this reason we have added a print option to print the Equivalent Copy. This should prove acceptable, providing you have entered the EPU, Entry Number and Date from the clearance message.

insert new print menu with sad 3 equivalent

The final option on the menu above gives access to a reporting tool for listings of UCR's and, if used, the stack numbers allocated from within the Formwise system.

NB This suite of programs is not included in the EASI range of systems.

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