Sea Freight Imports Menu VOCMNS Option 4

Transcription

1 Amendment of bill of entry lines VOC: The entire entry must first be framed correctly with the new values etc. Below is the guide to frame the entry. See the VOC SECTION for the VOC framing guide below starting on page 23 if you are familiar with the entry framing. 1) Password: The First step when registering an import file would be to insert your password (This password would be defined by your management and set-up by your compu-clearing consultant) 2) Your Name: Your name & surname would be keyed in here, it will be printed at the bottom of the bill of entry (DA500) in the Declaration block. 3) Your File Name: This is a temporary name that will be assigned to the file (usually the first six characters of your name & surname). The function of this is that if an entry is saved then this file name would be the key to recovering the file when the entry clerk is ready to continue framing the entry. This is covered in more detail under MENU SI1 OPTION 2 (Path from main menu 2,2) & MENU BE2 OPTION 1 (Full path from main menu 2,12,1) When all the details are captured for this screen press the enter key. Enter the file number that has been registered & enter to start framing the file. If you had selected the F5 Function key to go to framing from registration then the file number would have been inserted for you automatically. The system will default the Bill of entry type as captured on the registration screen, but this can now be changed. Once the correct code has been inserted press enter to proceed. Page 1 of 26

2 All the fields on the above screen will be populated by the data captured from the registration screen. You can now amend the data in the Kilogram, Number of packages, status remarks, description of goods & transport code. The number of packages on this screen refers to the total number of packages inside all containers, for warehousing entries this will be where the number of packages will be captured that will be in the bonded warehouse. PART CLEARANCE: If you select a Y to do a part clearance & enter the following screen will come up. You must on the 1 st part clearance entry framed say how many part shipments you have, each line represents one part clearance entry. The above entry is a two part clearance, if you have more than five part clearance entries then you can press the page down button to get more. The packages & kilograms of all part clearances must be captured, the total number of packages & the total kilogram value of the part clearances cannot exceed the values in the kilos & Number of packages fields. You will notice that the kilograms of the above two part clearance example is 100 Kg s & the packages 10. Once all the part clearance values have been captured press enter to proceed. There is now two additional fields: The S is the select field & the Clr. Is the part clearance number. Place a Y next to the 1 st part clearance & the system will continue to the next stage. Page 2 of 26

3 Above is the 2 nd part clearance entry. As you can see the Unique number and framed date is next to the 1 st part clearance. You can now place a Y next to the 2 nd part clearance to continue framing the 2 nd entry. If you no longer want to do a part clearance entry for a file, then on the above screen key in a D in the S (select) field & the system will flag the entry as a non part clearance & take you back to the screen where the file number gets captured. Key in your file number again & when the screen where the part clearance option is select a N (NO) & enter to continue. DP, GR, IR & OL ENTRIES: The above screen is where all the charges for the entry is captured: Freight included: There are three options available here: 1) Y Freight is included on the suppliers invoice. 2) N Freight is not included on the suppliers invoice. 3) P The freight has been Pre-paid. Freight Amount: Key in the freight charge in rand or the foreign currency. Page 3 of 26

4 Freight & charges currency: Key in the Currency code of the freight amount. The usual freight currency code is US (United States dollars). Any currency code can be used here, the system will however give you a warning that the norm for this is USD if any other currency is selected when you enter to proceed to the next screen. Dutiable Charges: Enter any dutiable charges that are applicable here. Line items total Value: This is the total amount of the supplier s invoice/s. Dutiable Charges currency: This is the currency of the suppliers invoice. Example if the supplier s invoice is in Euros then key in EU as the currency code. Dutiable Charges (INV): Enter any dutiable charges that are on the supplier s invoice here if applicable. Discount: Enter the amount of any discounts here if applicable. Non-dutiable charges: Enter the amount of any non-dutiable charges here, this only valid for CIF & C invoices. RIB number, date & accepted at: These three fields is where the Rib number & date from customs will be inserted if applicable. Bill of Sight number & date: Key in the Bill of sight number & date if the entry is to perfect the bill of entry sight. WE, WH, RIB & RIT Entries: The above screen only comes up for WE & WH type entries. The system now requires the warehouse number where the goods are to be stored to be keyed in. You can Search the warehouse database using a? or add a new warehouse code using the + function. Please see MENU MF0 OPTION 14, path from main menu 16,14 ffor the warehouse code set-up guide. Page 4 of 26

5 The above screen is where all the charges for the entry is captured: Freight included: There are three options available here: 4) Y Freight is included on the suppliers invoice. 5) N Freight is not included on the suppliers invoice. 6) P The freight has been Pre-paid. Freight Amount: Key in the freight charge in rand or the foreign currency. Freight & charges currency: Key in the Currency code of the freight amount. The usual freight currency code is US (United States dollars). Any currency code can be used here, the system will however give you a warning that the norm for this is USD if any other currency is selected when you enter to proceed to the next screen. Dutiable Charges: Enter any dutiable charges that are applicable here. Line items total Value: This is the total amount of the supplier s invoice/s. Dutiable Charges currency: This is the currency of the suppliers invoice. Example if the supplier s invoice is in Euros then key in EU as the currency code. Dutiable Charges (INV): Enter any dutiable charges that are on the supplier s invoice here if applicable. Discount: Enter the amount of any discounts here if applicable. Page 5 of 26

6 Non-dutiable charges: Enter the amount of any non-dutiable charges here, this only valid for CIF & C invoices. RIB number, date & accepted at: These three fields is where the Rib number & date from customs will be inserted if applicable. Bill of Sight number & date: Key in the Bill of sight number & date if the entry is to perfect the bill of entry sight. IN Bond to: For We, WH & RIB (within South Africa) entries this refers to the customs district where the warehouse is situated (Example JHB/GMR/Etc). For RIB entries to a BLNS country the relevant district code must be keyed in here as per the customs manual (Example BWA Botswana). For RIT entries the Place of exit must be keyed in here (Example the goods are leaving the country at Beitbridge, the code would be BBR for Beitbridge). Removal transport code: This transport code refers to how the goods are either getting to the warehouse/leaving the country from the place of arrival. Example: The goods arrived by ship in Durban Harbor, how are they transported from the harbor to the warehouse, or do they get loaded directly into the warehouse by Crane/forklift? 1 = Sea 2 = Rail 3 = Road 4 = Air 6 = unknown Remover Code: This must only be captured if the removal transport code selected is 3 (road). The remover is the company that owns the vehicles in which the goods are being transported. The remover has to be registered with customs. The remover may have lodged a road bond surety with customs to cover the road bond surety. Please see the remover master file guide MENU MF0 OPTION 14, Path from main menu 16,14 Bond HLD: This must only be captured if the REMOVER does not have a surety road bond with customs & the Clearing agent is going to cover the surety bond for the entry on behalf of the remover: If a Bond Holder is captured then the system will print BHR in the additional information field on the DA500 entry. Please see the remover master file guide MENU MF0 OPTION 14, Path from main menu 16,14 PPS: This must only be a Y when the REMOVER does not have a surety road bond & the BOND HOLDER option is not being used. The result of this being a yes would mean that a Provisional Payment is lodged with customs to Page 6 of 26

7 cover the amount of the road bond surety for the entry, in which case the system will print PPS in the additional information field of the DA500 entry. Function Keys: F2 Unprotect fields: If you have completed framing at least one line & F7 (come back) to the above screen in order to amend a value then you would have to F2 to unprotect the fields before the system will allow changes to be made. F3 Get Suppliers invoice: Press the F3 button to get a supplier invoice the following screen will come up. Any supplier invoices that have been captured will be displayed. Place an X next to the supplier s invoice you wish to select & enter to continue. Please note that only supplier s invoices will be displayed that have been captured for the Importer & supplier code that was selected in the registration screen of the current file. For the suppliers invoice capture guide please see MENU SI1 OPTION 33, path from the main menu 2,33. Once you have selected the supplier s invoice capture the data captured will be inserted into the relevant fields automatically. Please note that only the line items total, dutiable charges (INV), discount & non-dutiable charges are inserted as these are the only values captured on the suppliers invoice. Page 7 of 26

8 FRAMING THE LINES OF THE ENTRY: BY Tariff Headings: You can now insert the Tariff heading for the goods and enter to continue. Please note that the system does require the check digit. The origin of the goods can be changed here. Please note that this origin override is for goods, for example, that were manufactured in Germany (DE), however the registration country of export could be England (GB). Let us continue with the Function keys: F1: Repeat tariff: If you have framed the previous line of the entry with a specific tariff heading & the next line that you are going to frame has the same tariff heading simply press F1 & the system will automatically insert the last used tariff heading in to the field & press the enter key for you. F3 Search descriptions: Press F3 & the following screen will come up. Now enter part of the tariff heading that you are searching for & enter. The next screen will come up: Page 8 of 26

9 The system will start listing all the tariff headings starting with the part of the tariff heading you requested. You can press the page down key here to scroll down to the next sequence of tariff headings. Once you have found the tariff heading you are searching for simply place the number (Found on the Right side of the screen next to the tariff description) in the field on the bottom right of the screen & enter. The system will insert this tariff heading into the tariff heading filed & enter for you. F8 Search Customs tariff book: Press the F8 button and the following screen will come up. Now enter part of the tariff heading that you are searching for & enter. The next screen will come up: Page 9 of 26

10 The system will start listing all the tariff headings starting with the part of the tariff heading you requested. You can press the enter key here to scroll down to the next sequence of tariff headings provided the Key in line to select is blank. Once you have found the tariff heading you are searching for simply place the number (Found on the left side of the screen next to the tariff heading) in the field on the bottom of the screen & enter. The system will insert this tariff heading into the tariff heading filed & enter for you. F9 Tariff Duty & Permit enquiry: Press the F9 button & the following screen will come up: Key in the Entire tariff heading that you are searching for, including the check digit & enter to proceed to the next screen. All the details of the tariff heading requested will now be on your screen, press the enter button to return to the screen where the enquiry was started from. F12 Search tariff book by word: Press the F12 button & the following screen will come up: Enter a word of the describing the item that you are searching for & enter to continue. Page 10 of 26

11 You will notice that even though I was searching for Swords the system brought is a tariff heading for fish. Look at the 2 nd last line of the 1 st tariff heading & you will notice that it includes Sword fish. Key in the desired tariff heading in the field provided & enter to continue. The system will now bring up the detailed tariff heading enquiry screen of the tariff heading you selected. Once you are finished here F7 all the way out of this screen, back to the screen where the enquiry began & the system will automatically insert the tariff heading you did the enquiry on, into the tariff capture field & enter for you to continue. Using product codes: If you know the product code that should be used for the line of the entry key it in & press the enter button to continue. The number of units & Unit price fields are not compulsory, when they are filled in then the system will automatically calculate the value of the line. If you are framing the entry in a foreign currency then the unit price inserted here must also be in the foreign currency. Press enter to continue. You can see in the value field that the system calculated the value as 125. This is the unit price multiplied by the number of units as keyed in on the previous screen. Page 11 of 26

12 FUNCION KEYS: F1 Tariff: Press the F1 key & the system will allow to frame the line by tariff heading. F3 Search the product library by code: Key in part of the product code the press F3 & the system will start displaying the product codes from the partial code you keyed in. Leave the product code blank & press F3 to start the search at the beginning of the product library. The product codes will now be displayed. Press enter leaving the Line selection field in the bottom right of the screen blank to page down to the next set of product codes. Once you have found the product code you want to use place the line number in the Line selection field in the bottom right of the screen & press enter to select the product code. F8 Search product code by description: Press the F8 key to begin the search in product description sequence. The product codes will now be displayed. Press enter leaving the Line selection field in the bottom right of the screen blank to page down to the next set of product codes. Once you have found the product code you want to use place the line number in the Line selection field in the bottom right of the screen & press enter to select the product code. Page 12 of 26

13 F5 Repeat product code: Press the F5 key & the product code from the previous line framed will be selected for the current line. Please note that at least one line has to be framed before this function can be used. F6 Add a new product code: Key in the new product code in the product code field & press F6 You can no w add the new product code into the product code library. Please see the guide found on MENU MF0 OPTION 1 or 2, path from the main menu 16,1 or 2 for this set-up. F2 Update an existing product code: Key in the product code in the product code field on the screen then press F2. You can now amend any of the details in the product code selected. Please see the guide found on MENU MF0 OPTION 1 or 2, path from the main menu 16,1 or 2 for this set-up. Page 13 of 26

14 F4 Display Previous lines: To display the lines that you have already framed on the entry press F4 & the following screen will come up. If you have more lines on the entry than what is displayed on the screen Key in the Desired line number to display in the field provided & enter, the system will the bring that line & the next line up. This display shows the line number, tariff heading or product code, stats quantities, value, origin & the running total of the lines already framed. F10 Cancel a line: To cancel a line that was framed incorrectly simply press F10. The next screen will come up: Now enter the line number that you want to cancel & enter. The system will confirm that the line has been deleted, enter to continue. Please note the line number on the top right of the screen under the word LINE: The system shows that there are 5 lines. I framed three lines before canceling a line, the cancelled line counts as a framed line, thus the line I am about to frame is line number five. The reason that a cancelled line counts a framed line is that it Contras the line cancelled (One is a + the other a giving us Zero). F13 Interrupt (Save) a bill of entry: Press the F13 key to Save/interrupt the bill of entry. Page 14 of 26

15 Please note tha t an entry can only be saved if more that five lines have been framed. The above screen will verify that the F13 was not pressed in error. Answer a Y & enter & the system will take you to the next screen. IMPORTANT: The file is now saved, the key to reactivate the saved file is on the above screen, File Name, Please note what the file name is & use this file name only when you want to recover the saved entry. IMPORTANT: I have gone back into the file using the File name that I saved the file with. If you select a Y here the file that was saved will be deleted. To recover the saved file you must go to the recovery program. Path from the main menu 2,12,1 See the recovery guide on menu BE2 OPTION 1. Page 15 of 26

16 Line values & details framing: Once the tariff heading or product code has been selected the following screen will come up. Information display: On the top of the screen you will see the country of export, freight currency & invoice currency. The total value as well as the amounts used in previous lines & the value that is remaining of the total supplier s invoice value is displayed on the top right of the screen. Next to the values is displayed the total, used & remaining Kilograms for the entire entry. If a warehousing entry is being framed then to the right of the kilograms will be the packages. On the left of the screen is the entry line number that is currently being framed & just below it the country of origin. Stat unit: Key in the any stats quantities that the tariff heading call for. If there are more than one stats quantity they will all be displayed. On the left you will see what the stats quantity is, the above example show kilograms. Actual price: We will explain this field later on in this guide. Value: This is where the value of the line being framed must be inserted. Page 16 of 26

17 Permit number: Insert the permit number if applicable, Where the word free appears in the above example is where the year for the permit number would be keyed in. An example of a permit number would be 2004 / V.D.N: If there is a VDN number for the supplier then it would be inserted here. If in the Supplier s master file a V.D.N. number has been inserted the system will automatically insert the number here as in the above example. T.D.N: Key in the T.D.N number if applicable. Invoice number: Key in the suppliers invoice number here, note that if you frame more than one line the system will automatically re-insert the supplier s invoice number here from the previous line framed. Description of Goods: Key in the description of the goods for the line. If you look on the left side of the screen you will see a F5 function key copy header description. If you press F5 the description of the goods will be automatically inserted from the tariff book on the system. You will also notice that on the bottom right of the description of goods fields that there is a Save field. If you change the description for a tariff heading and place a Y in this save then the system will remember/save the entire description as you keyed it in & the next time you use the F5 function your saved description will be copied into the description of goods fields. Discount percentage: If there is a discount percentage applicable key it in here. Vat Exempt: If this line must not pay vat due to a particular agreement, then place a Y in this field & the system will not calculate vat for the line. The system will also then automatically place the VTE code in the additional information field of the entry. Lastly, the bottom line of the screen will display information of the tariff heading used. Duty, Part 2 B, surcharge & the date the tariff heading was last amended by customs. Actual price: There are three options here: Y = the value is the actual price of the goods. Normal entry. Z = the value is to be zero rated. N = the value is not the actual price in which case the following screen will come up when you enter. The N option is for Cost of repair entries. Page 17 of 26

18 Costing: If your importer is flagged to do costing in the importer master file then on the line framing the system will ask for the costing quantity & unit, the indent or order number & the costing description. All this data will then be transferred to the costing system & automatically be inserted when the costing is done. Second hand goods: Some tariff heading specify that if the goods being imported are 2 nd hand then a permit is required. If the goods are 2 nd hand key in a Y. Please note that the system will not let you frame the entry unless a permit number is inserted. Rebate entries: When framing the line of a GR or IR entry the system will ask for the schedule 3 or schedule for rebate item to be keyed in. Please note that the system does validate this field & will only accept a valid rebate item. EU Duties: If there is a lesser duty for goods against the tariff heading & your country of origin & country of export is in the EU, then the system will bring up the following screen when you enter to continue. If you have an EU certificate & want the lesser duty to apply then select a Y here & enter. The next screen will come up. Now insert the EU certificate number & enter to proceed. On the printed entry the duty will be calculated using the lesser EU rate & in the additional information field on the entry the system will print ROO (Rules of Origin) & the certificate number. SADC Duties: If there is a lesser duty for goods against the tariff heading & your country of origin & country of export is a SADC, then the system will bring up the following screen when you enter to continue. If you have an SADC certificate & want the lesser duty to apply then select a Y here & enter. The next screen will come up. Page 18 of 26

19 Now insert the SADC certificate number & enter to proceed. On the printed entry the duty will be calculated using the lesser SADC rate. F4 Display permits : Press the F4 button if you have permits set-up in the permit system. The system will now display all permits set-up for the importer. It will show you the permit number, at which customs district office the permit is held, the total value of the permit, how much has already been used, what the current balance is, the tariff headings applicable for the permit, any remarks as set-up in the permit master file & the description of the permit. The system will not allow you to frame a line of the entry if the value of the line exceeds the permit balance. The system will also automatically update the permit balances once the entry is completed. Please see the guide for the permit system on MENU 9, Path from the main menu 7. Ending the entry framing: Once all the lines of the entry has been framed the following screen will come up. Page 19 of 26

20 This is the Bill of entry summary screen, on the top right of the screen you will see the total supplier s invoice value as well as the total freight amounts. On the top left the system displays the exchange rate factor as well as the total of all lines which should equal the values displayed on the right. In the middle of the screen the system displays the totals of the entry including duties & vat applicable for the entry. Please note that these values are meant as a guide only & that some of the figures may be different on the entry due to rounding differences or if the entry lines are consolidated. Proceed: If the values look correct then key in a Y to proceed, alternatively key in a N to go back to the line framing. Process on Fax: If you select a Y here then?? Print Cargo dues order: If you select a Y here then the system will automatically take you to the cargo dues order capture program when the entry starts printing. See guide on MENU CDOMENU OPTION 1, path from main menu 2,32,1 for the cargo dues capture. NPA Account number: The system will automatically insert the account number for the national port authority here as set-up in the sea export parameter file. The account number can be overwritten here. Cubic Meters: This is the total cubic meters of all containers. This value gets inserted from the value captured on the registration screen but can be overwritten here if incorrect. Is this entry to be combined?: If you select a Y here then the entry will be flagged to be combined with another entry framed in order to combine the two or more entries to produce a single entry. Not to be confused with consolidating/combining the lines of the entry, this option is on the next screen. Once all is correct & the proceed flag is set to yes, press enter to continue. The following screen will come up. Page 20 of 26

21 You will notice that the system will default in some wording in the marks & numbers & endorsement fields. The container number/s is obtained from the registration of the file framed. The endorsements is dependant on the type of containerized cargo & whether the entry is a part entry. You can now add any text that you want in these two fields. Containerized cargo: The system will show you the container depot code as captured on the registration screen, this can now be amended. Select whether the container is going to a depot or a terminal by placing an X in the appropriate field. Consolidation: This is to combine the framed lines of the entry that have the same tariff heading onto one printed line on the DA500. If you select Y here then when the entire screen is correct & you enter to print another question will come up asking if you want to consolidate across invoice lines. If you say yes all lines of the same tariff heading will be combine irrespective of the supplier s invoice numbers. If you select a N then the system will combine & produce 1 line on the printed DA500 for each same tariff heading where the invoice numbers differ. Payment code: The system will default in the payment code as set-up in the sea import parameter file. You can change this here, however the system will not allow you to select an incorrect payment code. For example if there are duties & vat payable on the entry the system will not allow you to use the free payment code F. Payment codes: F = free C = cash payment Page 21 of 26

22 D = Deferment V = deferment of vat Lodge a Provisional Payment: If you select a Y here then?? Function Keys: F8 & F9: To repeat the marks & numbers as well as the endorsements as keyed in on the previous entry framed. Please note that this function only works when an entry was framed & you frame a 2 nd entry without exiting the framing of entries program. The data keyed in is kept in a temporary file that is deleted once you exit the framing of entries program. F5 Alternate agent code: Please only press F5 once the entire screens data has been captured. If the entry is not payable by the agent then key in F5 to select an alternate agent. The agent code of the alternate agent will be printed on the top of the entry & the entry will be in the alternate agent s name. Please ask your Compu-Clearing Account manager if you require an alternate agent set-up. A list of all alternate agents set-up for you will come up, please select one & enter to print the entry. Page 22 of 26

23 VOC SECTION: Assessment date: Key in the assessment date that customs gave the original entry. This date is usually the date that customs received the entry for processing. Place of Entry: Key in the code for the customs district office where the original entry was cleared. Transport code: Ensure that the transport code here is the same as the original entry. This is the mode of transport used to import the goods: 1 = Sea freight 2 = Rail 3 = Road freight 4 = Air freight 5 = Parcel Post 6 = Other Original Bill of entry number & date: Key in the Bill of entry number & date that customs gave the original entry when it was released. R.I.B number & date & accepted at: If any Rib was applicable to the original entry then key in the RIB number, Date & the customs district office where it was submitted in the fields provided. Totals before correction: You will now need to insert the values of the original bill of entry that was submitted to customs. The following values must be inserted: Total C.I.F&C or FOB values, the total customs value, the total customs duty that was paid, the total schedule 1 Part2 B, the total Vat amount, the total surcharge & the total amount due. Please note that the above values will be on the 1 st printed page of the Da500. Page 23 of 26

24 The Total amount due must also be equal to the sum of all duties & Vat or the system will not allow you to continue. Reasons For the VOC: Please insert a full & complete reason why the voc is being submitted. This will print on the Voc in the Reasons for Voc block. VOC Invoicing Options: On the above screen at the bottom left there is an option on how you want the VOC being done to reflect on the invoicing system. If you key in a 1 the VOC will go to the invoicing system but will only reflect the Differences between the original entry value & the VOC value. If you key in a 2 the VOC will go to the invoicing system & will reflect the total value of the VOC A Credit note should be passed for the original invoice & a new invoice generated based on the VOC. If you key in a 3 then the VOC values will not go to the invoicing system at.all. You will notice that the correct (NEW) details of the lines just framed will be displayed at the bottom of the screen. Each line that was framed must be completed. A new screen will come up for each new line that was just framed. Original Line Number: On the above screen you must now insert the line number of the original entry that is to be amended. OR Page 24 of 26

25 New Line Number: If you are adding a line on the VOC that was not on the original entry, then insert the new line number in here. Totals before correction: You will now need to insert the values of the original bill of entry that was submitted to customs. The following values must be inserted: line Total C.I.F&C or FOB values, the line total customs value, the line total customs duty that was paid, the line total schedule 1 Part2 B, the line total Vat amount & the line total surcharge. Please note that the above values will be on each line of the original printed Da500. The Total amount due must also be equal to the sum of all duties & Vat or the system will not allow you to continue. Doing a VOC when the duty were amended after the assessment date When doing a VOC on the Compu-Clearing System, the system looks at the Assessment Date If the Tariff Heading was updated after the assessment date keyed in above, the system displays the following message The screen below are then displayed, and the entry clerk must key in the Customs Value, Customs Duties, Schedule 1 Part 2B and VAT in that would have been paid if the Entry were framed at the assessment date Page 25 of 26

26 To give you an example: If the line had a Customs Value of R10 000, and the duty was 7%, but since the assessment date it was changed to 5%, the Entry Clerk would have to key in 700 (7% of ) He would have to work out the VAT payable, and key it in These figures will then print on the VOC, and all over / underpayment will be calculated by the system. Once all the details for all lines on the above screen have been captured press enter & the VOC will print. The system will now take you back to the 1 st screen where the File number was inserted to do the next VOC, F7 from this screen to return to the menu. Page 26 of 26