Document Management for Global Trade Deloitte Academy DMS for GTS Working Slides

Transcription

1 Document Management for Global Trade Deloitte Academy 2017 DMS for GTS Working Slides

2 Document management for Global Trade Document Management from a Legal and Compliance perspective 2017 Deloitte Belgium 2

3 The Information Age Some Challenges Business decisions based on inaccurate data Missing Audit Trail Poor Access Management are endangering confidentiality 92% of corporate content has been created in the past 2 years Companies realize that benefits from their Trade automation solutions cannot be fully exploited without Document Management tools 100,000+ Governance rules and regulations worldwide Document Silos Information Chaos Content scattered over multiple systems Data Loss Unchecked Growth of Electronically Stored Information An increasingly complex and dynamic regulatory landscape 48% of corporate documents are stored on unmanaged locations 2017 Deloitte Belgium 3

4 Document retention from a legal perspective Many different rules and regulations exist on which documents need to be retained and for which period. Operators have a need for control and visibility on document retention With the entry into force of the Union Customs Code, there is a minimal retention period of at least 3 years In Belgium, the retention period of customs documentation is extended to 5 or 10 years From a VAT perspective, the document retention period is 7 years In case of non-compliance to UCC provisions, the Belgian General Law on Customs and Excises foresees penalties of 125 to 1250 Euros 2017 Deloitte Belgium 4

5 Document integrity from a legal perspective Documents must be kept: by any means accessible by and acceptable to the customs authorities Operators need to have sufficient control and visibility on the complete document flow ARCHIVE REQUIREMENTS Be clear and allow easy consultation by customs authorities Store all global trade related documents in an electronic way Ensure customs declarations and supporting documentation are kept together Fulfill all requirements of a secure archiving environment In Belgium, operators have to transmit the required documents in the week following the initial request for documents from the Authorities (unless selfarchiving simplification is in place) Deloitte Belgium 5 5

6 How documents are integrated in global trade supply chain The example below illustrates the typical global trade related documentation that can be involved in a typical supply chain process involving cross-border trade Consignor Exporter Customs administration Data exchange Authorities country A Data exchange Customs broker Freight Forwarder Carrier A Regulatory agencies Data exchange Port Authority A Border Customs administration Data exchange Port authority B Authorities Country B Data exchange Customs broker Freight Forwarder Carrier C Regulatory agencies Data exchange Insurance Company Consignee Importer Packing list Invoice Supplier documentation Export license (if applicable) Shipping documentation (BoL) Freight insurance documentation Shipping invoice Broker documentation Export declaration Import declaration Declaration of value Broker documentation Trade preference documentation (if applicable) Import license (if applicable) Roadway bill Transit documentation (if applicable) Incoming commercial Invoice Seller Communication Bank Bank 2017 Deloitte Belgium 6

7 Examples of global trade related documentation Sales and Purchase related documentation Sales/ Purchase Orders Letter of Credit Import/Export controls documentation Customs related documentation Certificate (goods related) and Licenses (transactional) Broker Instruction Sheet Customs Declarations Declaration of Value Transit documentation (if applicable) Other Import/Export accompanying documentation (e.g. INF4) Customs invoice (duty payment) Trade preference documentation Shipment related documentation Packing list Shipping documentation (BoL, CMR, AWB, CIM, Freight Insurance) Shipment Invoices Forwarder Communication The Single Administrative Document (SAD) is commonly used in the EU, Turkey, Switzerland, Norway and Iceland to control the import and export of goods arriving into and departing from EU countries. Trade Preference Certificates EUR 1 Certificate Form A Certificate ATR Certificate Sales and purchase documentation Bill of lading Pro Forma Invoice Invoice 2017 Deloitte Belgium 7

8 Document management for Global Trade Introduction 2017 Deloitte Belgium 8

9 Why should you consider a DMS A document management system for global trade serves as a backbone of information to manage the full documentation audit trail One central place to manage documents easily accessible via Web, Outlook, ERP to store proof of export/import documents and all supporting documentation and avoid documentation scattered across file servers, mailboxes and paper archives at different places Ensure document integrity by preventing users from deleting documents managing retention times with records management framework reporting on user and system activity automated completeness checks Have a transparent system that automatically re-uses ERP data allows searching on both business and document related data can be used by the customs department and business users provides management KPI dashboards 2017 Deloitte Belgium 9

10 User roles and expectations Many roles in the organization are challenged in having a compliant approach towards global trade related documentation Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Manage declarations and related documentation in one centralized system accessible from everywhere. Smart search. Deploy records management for document integrity. Manage authorizations. Reports and Dashboards. Enable collaboration between business users and the customs and trade team. Easy access points (web, outlook, ) Deloitte Belgium 10

11 Illustrate by example Manage declarations and related documentation in one centralized system accessible from everywhere. Smart search. Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Access a declaration workspace from customs document transaction in the ERP system 2017 Deloitte Belgium 11

12 Access Declaration Workspace from SAP 2017 Deloitte Belgium 12

13 Illustrate by example Manage declarations and related documentation in one centralized system accessible from everywhere. Smart search. Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Access a declaration workspace from customs document transaction in the ERP system Retrieve a document workspace in the DMS 2017 Deloitte Belgium 13

14 Quick Search in DMS 2017 Deloitte Belgium 14

15 Quick Search in DMS Quick Search Bar Search Form Search Results 2017 Deloitte Belgium 15

16 Find Workspace in DMS 2017 Deloitte Belgium 16

17 Find Workspace in DMS Form to specify search Overview of all Import Declarations 2017 Deloitte Belgium 17

18 Illustrate by example Manage declarations and related documentation in one centralized system accessible from everywhere. Smart search. Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Access a declaration workspace from customs document transaction in the ERP system Retrieve a document workspace in the DMS Search for similar documents across multiple declaration workspaces 2017 Deloitte Belgium 18

19 Access Find Document section in DMS 2017 Deloitte Belgium 19

20 Find Document across the DMS Specify Document Type and FTO to make search more Search specificresults are shown 2017 Deloitte Belgium 20

21 Illustrate by example Manage declarations and related documentation in one centralized system accessible from everywhere. Smart search. Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Access a declaration workspace from customs document transaction in the ERP system Retrieve a document workspace in the DMS Search for similar documents across multiple declaration workspaces Search, collect and download batches of documents based on list of registration numbers 2017 Deloitte Belgium 21

22 Search and download 1. Search based on MRN numbers 2. Collect documents 3. Download collected documents 2017 Deloitte Belgium 22

23 Illustrate by example Deploy records management for document integrity. Manage authorizations. Reports and Dashboards. Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Track missing mandatory documents from document incompleteness dashboard Report on user actions and system evolution Deploy records management to avoid documents being deleted during the legal storage time 2017 Deloitte Belgium 23

24 Access Reporting Center in DMS 2017 Deloitte Belgium 24

25 Miscellaneous reports 2017 Deloitte Belgium 25

26 KPI Dashboard on missing documents 2017 Deloitte Belgium 26

27 Illustrate by example Enable collaboration between business users and the customs and trade team. Easy access points (web, outlook, ). Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Upload a document in Outlook to the correct declaration workspace in the DMS via drag and drop in Outlook 2017 Deloitte Belgium 27

28 Drag and drop from Outlook 2017 Deloitte Belgium 28

29 Illustrate by example Enable collaboration between business users and the customs and trade team. Easy access points (web, outlook, ). Anna Customs and Trade Compliance manager Anna has been busy all week collecting all documentation for a VAT/customs audit. Her team is searching for proof of import/export that may be scattered across different locations, in different formats (paper-based, pdf) or to be obtained from different brokers and stakeholders. Bob Compliance Officer Bob needs to ensure compliance with local regulations. He is looking how to manage, secure and audit the storage and retention of all global trade related documentation, taking into account different legal requirements on archiving formats (e.g. originals, pdf, etc.) and retention periods (e.g. country & area specific variances). Laura Procurement support Laura periodically reaches out to vendors to request or renew longterm vendor declarations for products manufactured in the EU and eligible for preferential status in the framework of FTA s concluded by the EU with non-eu countries. These documents should be easily accessible by the Customs & Trade Compliance Manager for further processing. Upload a document in Outlook to the correct declaration workspace in the DMS via drag and drop in Outlook Share documents between colleagues and departments 2017 Deloitte Belgium 29

30 Easy sharing 2017 Deloitte Belgium 30

31 DRIVERS Why implement Document Management (DMS) in a Trade and Logistics context RISK MITIGATION Full control and visibility on the complete document flow ensure the preservation of critical content Safeguard Confidentiality by preventing Unauthorized Access to content and information Ensure Legal Compliance for Document Retention Solid Documentation Audit Trail and Document Integrity TIME SAVING Access to all information related to the process of Trade Operation Management from anywhere Documented process instead of documented transaction Support global trade decision making with centralized DMS system for multiple feeder systems Intuitive access via SAP/Windows/Web/Mobile COST SAVING Reduce cost of paper based storage or storage in Trade automation system Cost effective long term storage of content Only keep what is required Save by deduplication of content Avoid cost of failed customs audit and data loss INCREASED PERFORMANCE Automated Capturing, Storage, Archiving and Records Management Information and Content sharing between feeder system and trade automation tools Reporting and KPI dashboard with instant view on missing mandatory documents Reporting and mass-selection and extraction 2017 Deloitte Belgium 31

32 Wrap up Deloitte provides a multidisciplinary approach towards defining the most suitable solution for document management in a global trade context, combining both tax and DMS expertise Dries Bertrand Director Indirect Tax Customs and Trade dbertrand@deloitte.com Koen Simonet Director Enterprise Content Management ksimonet@deloitte.com 2017 Deloitte Belgium 32

33 Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited, a UK private company limited by guarantee ( DTTL ), its network of member firms, and their related entities. DTTL and each of its member firms are legally separate and independent entities. DTTL (also referred to as Deloitte Global ) does not provide services to clients. Please see for a more detailed description of DTTL and its member firms. Deloitte provides audit, tax and legal, consulting, and financial advisory services to public and private clients spanning multiple industries. With a globally connected network of member firms in more than 150 countries, Deloitte brings world-class capabilities and high-quality service to clients, delivering the insights they need to address their most complex business challenges. Deloitte has in the region of 225,000 professionals, all committed to becoming the standard of excellence. This publication contains general information only, and none of Deloitte Touche Tohmatsu Limited, its member firms, or their related entities (collectively, the Deloitte Network ) is, by means of this publication, rendering professional advice or services. Before making any decision or taking any action that may affect your finances or your business, you should consult a qualified professional adviser. No entity in the Deloitte Network shall be responsible for any loss whatsoever sustained by any person who relies on this publication Deloitte Belgium