TradeSmart Web CCI (Canada Customs Invoice) Training Manual https://webcci.farrow.com/webdataentry/login.smvc ~ 1 ~ V5.0 Aug 2014
Table of Contents General Information 3 Creating a Web CCI 4 Consignee Search 5 Add Lines from Spreadsheet 8 Control Status of All Goods on Web CCI 11 (AES ITN & AES Filing Exemptions) Errors, Warnings & Suspensions 14-18 Shipping Info 19 Multiple CCI s for One Shipment 19 Adding Additional Documents 20 CCI Submission 21 Print Copies of CCI for Carrier 22 CCI Suspension 22 View Suspended CCI 22 Search Submitted CCI s 23 Correcting CCI s 23 View Draft CCI s 24 ~ 2 ~ V5.0 Aug 2014
General Information: Purpose: We are pleased to announce that General Dynamics Land Systems Canada (GDLS-C) in conjunction with Russell A Farrow Limited, have developed an automated web-based Customs Invoice for US Suppliers. This initiative was taken to address both the Canadian Customs requirements and the unique requirements for defense products shipping to Canada allowing for the smooth and efficient movement of your goods to our facility. Benefits to Web CCI: Create CCIs with Ease - Create new CCIs from scratch or using a template. Completed invoices may be submitted for processing with the push of a button. CCIs in progress may be saved and completed at a later date. Search Submitted CCIs - Search previously submitted CCIs in a number of ways to quickly retrieve documents and information. Ready access to previously submitted invoices, together with the template concept, makes the preparation of new invoices quick and easy. Download Your Work - Once submitted, downloadable, printable PDFs of the CCI as well as additional documentation are provided for your records. Access it Anywhere, at Anytime Submit CCIs from your web browser at any time, from any computer. Web Site: https://webcci.farrow.com Log In: Contact customs@gdls.com for initial set-up System Support: customs@gdls.com Notification emails: All emails will come from do.not.reply@farrow.com. Be sure to add this email to your safe list. Browser: Minimum Internet Explorer10, Firefox 30, or Google Chrome 35. ~ 3 ~ V5.0 Aug 2014
Creating a Web CCI Upon logging into TradeSmart Web CCI you will see the following screen. From the above menu click on Work with CCI s for your options. Create New CCI will open up the data entry screen to create a new CCI for shipments to GDLS-C. Remember you can use an existing CCI as a template. Field 1 Vendor: Indicate the name and address of: (a) the company selling the goods to the purchaser; or (b) the company consigning the goods to Canada. Field 2 - Date of Direct Shipment: Indicate the date the goods began their continuous journey to Canada. A pop-up calendar is available. Field 3 - Other References: When no GDLS-C PO is available, please provide the government contract number as outlined in Oracle isupplier. Indicate your commercial invoice number. or your shipment reference number. This field will be searchable in your Search Submitted CCI s. ~ 4 ~ V5.0 Aug 2014
Field 4 - Consignee Name and Address: The ship to/consignee name and address must be selected from a predetermined list and therefore the auto complete feature must be used. If you cannot find the address you require you must contact GDLS-C (tranport@gdls.com) to have the address added before you can submit the CCI. All shipment not consigned to our consolidation warehouse in the US will receive a warning. ***Please consult GDLS-C Routing Instructions http://www.gdlscanada.com/default.aspx?tabid=202 and your PO for the proper final ship to address. Consignee Search ~ 5 ~ V5.0 Aug 2014
Field 5 Purchaser: Indicate the name and address of the company to whom the goods are sold by the vendor. This is automatically completed with GDLS-C information. Field 6 - Country of Transshipment: The country, (that differs to the exporting country), which the goods were shipped in transit to Canada under customs control. Field 7 - Country of Origin of Goods: The country of origin of invoiced goods is the country where the goods are grown, produced, or manufactured. Each manufactured article on the invoice must have been significantly transformed in the country specified as the country of origin to its present form ready for export to Canada. Certain operations such as packaging, splitting, and sorting may not be considered as sufficient operations to confer origin. Only use this field if all goods on the CCI are from the same country of origin, if there are multiple countries of origins it must be marked on each line of the CCI. Field 8 Transportation: Indicate the mode of transportation and the place from which the goods began their uninterrupted journey to Canada. Field 9 - Conditions of sale, terms of payment and/or Reason for Shipment: Describe the terms and the conditions agreed upon by the vendor and the purchaser. i.e. Standard customer terms - MNS2. If goods are no charge to customer, please indicate in unit price (Field 18).For Reason of shipment indicate if it is Repair & Return, overhaul, Samples etc. If shipping an expedited shipment the ESR # must be stated in this field. Field 10 - Currency of settlement: Indicate the currency of the value shown on the invoice. ~ 6 ~ V5.0 Aug 2014
Field 11 Country of Origin: If the goods have different Countries of origin then enter them here. Field 12 - Specification of commodities: Provide the appropriate GDLS-C Part number and description as indicated on the Purchase Order. Where this information is not available provide complete description sufficient to identify the goods for Customs classification. For part numbers which are in our current data base you may choose from the drop down list. When this is done the description and Canadian HS code will automatically be completed for you. **New: This field has been updated to include the ECCN (Export Control Classification Number) code for any item that is controlled under EAR (Export Administration Regulations). ECCN codes will be provided by GDLS-C for items designed by GDLS-C. Note: Canadian tariff codes are provided for informational purposes only and may be different than Seller s assessment of tariff code. Ultimately it is the Seller s legal responsibility to ensure that an accurate U.S tariff code is indicated on the AES. In the event that the Seller's assessment of the US tariff code and the Canadian Tariff code provided differ, at the 6 digit level please contact customs@gdls.com Field 13 - GDLS-C PO No.: Provide the purchase order number issued by GDLS-C. If you are unsure of the proper complete PO, rel, ln, ship, contact your GDLS-C buyer or consult with the LCS. Field 14 Release: For Blanket PO s only, provide the corresponding release number from GDLS-C PO. Field 15 Line: Provide the corresponding line number from GDLS-C PO. Field 16 - GDLS-C Shipment No.: Provide the corresponding shipment number from GDLS-C PO. Field 17 Quantity: Indicate the quantity of each item included in the description field with the appropriate unit of measure. Field 18 Unit Price: Indicate the unit price or if it is No Charge mark the no charge box. A proper value for Customs purposes must be indicated even for No Charge goods. Field 19 Total: A line total will be automatically populated based on the quantity and unit price. ~ 7 ~ V5.0 Aug 2014
Add Lines from Spreadsheet We are always looking for ways to continually improve the process. As of April 2011 you now have the ability to upload a large amount of line items from any Excel spreadsheet. By selecting Add Lines from Spreadsheet you will be able to browse and link in any excel spreadsheet. The next screen you are required to map each column to a field in the CCI. See below for mandatory and optional data when uploading the spreadsheet. The following fields are mandatory to upload your data: Origin of Goods Part Desc. ~ 8 ~ V5.0 Aug 2014
Part No Quantity The following are optional fields for the uploading process but may be required for completion of your CCI GDLS-C PO ECCN No. GDLS-C Release No Line Totals GDLS-C Line No Quantity UOM GDLS-C Shipment NO Serial NO H.S. Code Unit Price Once you click next the system verifies your data. Fix any errors in your spreadsheet. You can create a standard spreadsheet to upload and save your mapping in this next screen by giving it a standard name Once you have imported your line items the extended prices will be completed. You can review each line and make any corrections or deletions as it you had added them one at a time. ~ 9 ~ V5.0 Aug 2014
Field 20 Commercial Invoice: If any of fields 1 to 22 are included on an attached commercial invoice. (There is no need to check a box, it will be done automatically when a document is attached in the next steps) Field 21 - Total weight: Show both net and gross weight. Field 22 Invoice Total: The total price paid or payable for goods described on the invoice or on the continuation sheet if used. Field 23 Exporter: Select the ship from location in the drop down box provided. This will ensure that only your shipping location is consolidated on the Logikor bill of lading created in Logikweb for that day. Field 24 Originator: Where the invoice is completed on behalf of a company, the company's name and address must be indicated. The name of the person completing the invoice may also be indicated. Invoices completed on behalf of individuals must indicate the name and address of the person completing the invoice. ~ 10 ~ V5.0 Aug 2014
Field 25 - CBSA Ruling: Give the number and date of any Canada Boarder Services Agency (CBSA) ruling applicable to the shipment if available. Fields 26 29: The actual completion of Fields 26 to 29 is self-explanatory with the exception of export packing. The amount of export packing must be indicated if additional packing was required solely for the overseas transportation of goods. Detailed information on the remaining sub-components of these fields can be found in Memorandum D13-4-7, Adjustments to the Price Paid or Payable (Customs Act, Section 48). Field 30 Monetary assist: Indicate if the goods included on this invoice have any Monetary assist associated with the cost of the goods. Field 31 - Steel Surcharge: Indicate if the goods included on this invoice have any steel surcharge associated with the cost of the goods. Control Status of All Goods on Web CCI Field 32 Indicate if you goods are controlled under ITAR (International Traffic and Arms Regulations) or under EAR (Export Administration Regulations). Your responses in field number 32 and 33 will be matched to those provided in the LCS. If there is a discrepancy you will receive a warning message. If you choose to ignore the warning your CCI will be suspended pending review. ~ 11 ~ V5.0 Aug 2014
Field 33: Export Authorization: Field number 33 through 36 will adjust based on your response in field 32. For ITAR controlled goods, indicate your ITAR license or exemption in the Export Authorization field. ITAR Exemption: If the shipment is controlled under ITAR select either an ITAR exemption code or a license type. Common ITAR Exemptions: - 22 CFR 123.4(a)(1) - Import for Overhaul, service and repair - 22 CFR 123.4(a)(2) - Import for enhancement or upgrade - 22 CFR 123.4(a)(3) - Import for exhibition, demonstration or marketing - 22 CFR 123.4(a)(4) - Articles rejected for permanent import - 22 CFR 126.5(a) - Temporary import and return from Canada - 22 CFR123.16(b)(1) - Hardware in support of an agreement - 22 CFR 123.16(b)(2) - Parts under $500-22 CFR 123.16(b)(3) - Packing Cases - 22 CFR 123.16(b)(4) - models and mock ups - 22 CFR 123.16(b)(5) - public exhibitions and trade shows - 22 CFR 123.16(b)(9) - hardware to US overseas subsidiaries - 2 CFR 123.16(b)(10) - Institutions of higher learning 22 CFR 126.5(b)" ITAR License: DSP - Canadian Exemption Common License Types: - DSP5 XXXXXX - License for Permanent Export of Unclassified Defense Articles and Related Unclassified Technical Data - DSP5 XXXXXXXXX - License for Permanent Export of Unclassified Defense Articles and Related Unclassified Technical Data - DSP61 XXXXXXXXX- License for Temporary Import of Unclassified Defense Articles - DSP73 XXXXXXXXX - License for Temporary Export of Unclassified Defense Articles - DSP85 XXXXXXXXX - License for Permanent/Temporary Export or Temporary Import of Classified Defense Articles and Related Classified Technical Data - If you select controlled under EAR in field 32, indicate the EAR license number or EAR exemption in field 33. Field 34 - AES ITN Number: Confirmation transactions # from AES (Automated Export System) that the goods have been recorded and declared to US Census Dept. electronically (i.e. - AES X2008021456789 where the 20080214 is the date AES approved the filing and the last 6 digits are randomly assigned reference numbers. ~ 12 ~ V5.0 Aug 2014
AES filing Exemption: US Foreign Trade regulations require USPPI's to file and site an AES ITN number or a valid AES filing exemption on their export documents. Carriers cannot move any goods out of the US without this citation or face penalty. FTR 30.45 Filing EEI (Electronic Export Information) in the AES(Automated Export System) is not required for the following kinds of shipments. However, the Census Bureau has the authority to periodically require the reporting of shipments that are normally exempt from filing. AES exemption filing codes can be found in 15CFR30. http://www.census.gov/foreigntrade/regulations/regs/regulations20080602-federalregister.html#30_36 Some common exemption codes are: NOEEI FTR 30.36 Shipments of ultimate destination of Canada not controlled under ITAR NOEEI FTR 30.37(a) Shipments valued less than $2500. Field 35 Export authorization specific to serial number: Indicate Yes or No. Field 36 - Destination Control Statement: This statement will adjust for either ITAR controlled goods are EAR controlled goods. For the ITAR statement indicate the Country of final destination and the final end user as indicated on GDLS-PO. The authorization will auto populate from field 33. ~ 13 ~ V5.0 Aug 2014
Warnings & Errors Once you are finished entering the data the user can save a draft to complete it at a later date or continue to the next step. The system will verify that all required fields are completed. Any errors found must be corrected prior to moving to the next screen. Errors will be highlighted in red and must be fixed before you can continue to the next steps. The Web CCI system is now linked to the LCS (License Control System). LCS Error Messages Will not allow Supplier to continue to next screen PO match License not assigned: At completion of the first screen in Web CCI the system will check the LCS for the PO, rel, ln, ship, combination. The PO data has a fourth level at Distribution. If there is only one distribution then match can be made. If there are multiple distributions then determine if the Program for each is the same if so then match. If multiple distributions with different Programs see below. If that combination in the LCS shows License Required (ITAR Controlled) or License Required (EAR Controlled) and a license has not been assigned by the Supplier, the user will receive the following error message and will not be allowed to proceed. 1. This PO, rel, ln ship combination on line of this Web CCI is valid however you have not assigned an approved license in the License Control System (LCS). Please contact your Export Compliance Officer to complete the required license assignment in the LCS prior to proceeding. PO match License does not match: At completion of the first screen in Web CCI the system will check the LCS for the PO, rel, ln, ship combination. If that combination in the LCS shows License Required (ITAR Controlled) or License Required (EAR Controlled) and has a different license assigned than that completed on the Web CCI the user will receive the following error message and will not be allowed to proceed. ~ 14 ~ V5.0 Aug 2014
2. This PO, rel, ln ship combination on line of this Web CCI is valid however the license entered in the LCS by your Export Compliance Officer is different that you have entered in the Web CCI. Please contact your export compliance officer to determine the correct license to be used on this shipment and correct systems where required Warnings will appear for various reasons. Please review each warning carefully before continuing to the next screen. Some of the warnings will be automatically suspended once the CCI is fully completed. No order in Logikweb will be created until the Web CCI is accepted. Warning/Suspension Messages (all suspension messages are emailed to the Web CCI user through Web CCI) 1. Multiple Distribution/Programs Warning At completion of the first screen in Web CCI the system will check the LCS for the PO, rel, ln, ship. The PO data has a fourth level at Distribution. If there are multiple distributions then view the Programs associated with each distribution. If there are multiple Programs at the distribution level the following warning message will appear. This PO has multiple end users associated. Please contact your GDLS C Buyer to verify the correct end user to assign the correct license for export. This Web CCI will suspend upon submission for manual review. 1a. Suspension Message: This PO has multiple end users associated. A manual verification of end user and license will be completed shortly. You will be contacted if a correction is required. NOTE: No order will be generated In Logikweb until this Web CCI is accepted. 2. PO Not found Warning: If PO,rel,ln,ship is not found in LCS Warning Message upon going to next page: The PO, rel, ln, ship does not match any shipment currently on order with GDLS C. Please contact your GDLS C Buyer for assistance in identifying the correct PO, rel, ln, ship. If you choose to complete your Web CCI with no changes it will be held upon submission for full review. 2a. Suspension message: The PO, rel, ln, ship does not match any shipment currently on order with GDLS C. Please contact your GDLS C Buyer for assistance in identifying the correct PO, rel, ln, ship. Please do not ship until this is corrected. NOTE: No order will be generated In Logikweb until this Web CCI is accepted. ~ 15 ~ V5.0 Aug 2014
3. Canadian Exemption Warning: If Supplier uses exemption 126.5(a) or 126.5(b) warning will be issued at completion of first screen. GDLS C only allows Suppliers to ship using the ITAR Canadian exemption by approval. Do you have approval from GDLS C to ship using this exemption? If not please contact your GDLS C Buyer for approval prior to shipping 3a. Suspension message: GDLS C only allows Suppliers to ship using the ITAR Canadian exemption by approval. Please provide a copy of your approval to GDLS C at SCM EC@gdls.com. Do not ship until this has been verified and your Web CCI has been accepted. NOTE: No order will be generated In Logikweb until this Web CCI is accepted. 4. Warning ECCN Verification: If PO, rel,ln,ship is found in LCS and Web CCI states EAR controlled in field number 35 the ECCN codes provided on each line of the Web CCI will be verified against the ECCN code in the LCS. If the ECCN codes differ the following warning will appear: The ECCN code on line of this Web CCI does not match the information that GDLS C has on file for this part. Please contact your Export Compliance department to verify and if necessary have them discuss with GDLS C Export Compliance for verification SCM EC@gdls.com Supplier will be able to ignore this warning and continue. GDLS-C will review miss matched ECCN codes through an internal report and notify the Supplier accordingly. 5. Information not Complete Warning: Where a PO, rel, ln, ship combination is found in the LCS but the Broker status is in "conflict" or the Project Status is "project missing" or the Program End Use is "Multiple" the system. Basically it will treat it the same as if the PO was not found but have a different message, see below. "This PO, rel, ln, ship combination on line is valid however there is a conflict with the information provided. Once your Web CCI is completed it will be suspended for review by GDLS C Export Compliance." 5a. Suspension message: "This PO, rel, ln, ship combination on line is valid however there is a conflict with the information provided. GDLS C Export Compliance has been notified and a review is now taking place. Do not ship until this review has been completed and your Web CCI has been accepted. You will be notified if any further action is required on your part. NOTE: No order will be generated in Logikweb until this Web CCI is accepted." ~ 16 ~ V5.0 Aug 2014
6. Control Status Conflict Warning: At completion of first screen in Web CCI match Field number 32 with LCS Broker Control Status. If EAR on Web CCI and LCS states License Required (ITAR Controlled) give the following warning: GDLS C records indicated that this part number on line of this Web CCI is controlled under ITAR. You have indicated that it is controlled under EAR. Please contact your Export Compliance department to verify and if necessary have them discussed with GDLS C Export Compliance for verification SCM EC@gdls.com. This Web CCI will be suspended upon final submission for complete review 6a. Suspension message: GDLS C records indicated that this part number on line of this Web CCI is controlled under ITAR. You have indicated that it is controlled under EAR. Please have your Export Compliance department contact GDLS C Export Compliance for verification SCM EC@gdls.com. NOTE: No order will be generated in Logikweb until this Web CCI is accepted." 7. Control Status Conflict Warning: At completion of first screen in Web CCI match field number 32 to LCS Broker Control Status if Field number 32 on Web CCI states ITAR Controlled and LCS Broker Control Status States No License Required for all distributions provide the following warning: GDLS C records indicate that this part number on line of this Web CCI does not require a license for export. Please contact your Export Compliance department to verify and if necessary have them discussed with GDLS C Export Compliance for verification SCM EC@gdls.com. This Web CCI will be suspended upon final submission for complete review 7a. Suspension message: GDLS C records indicate that this part number on line of this Web CCI does not require a license for export. Please have your Export Compliance department contact GDLS C Export Compliance for verification SCM EC@gdls.com. NOTE: No order will be generated in Logikweb until this Web CCI is accepted." 8. Control Status Conflict Warning: At completion of first screen in Web CCI if the order in LCS is No License Required and the Supplier has entered as EAR with a License Number provide the following warning: ~ 17 ~ V5.0 Aug 2014
According to GDLS C records the PO, rel, ln, ship combination on line of the Web CCI does not require a license for export. Please confirm with your Export Compliance Dept, a different Web CCI may need to be completed. If you choose to submit as entered the Web CCI will be suspended for full review and approval. 8a. Suspension Message: You have chosen to ignore the control status conflict message for line of this Web CCI. Please have your Export Compliance Department contact GDLS C Export Compliance SCM EC@gdls.com to discuss the proper control status. NOTE: No order will be generated in Logikweb until this Web CCI is accepted." Next Page After Errors Fixed and Warnings Reviewed Click Next to Continue ~ 18 ~ V5.0 Aug 2014
Shipping Info After clicking next the next screen that appears when completing the Web CCI is the shipping info. Please provide as much details as you can including the carrier name, ETA and ports of entry and exit. The Carrier name and ETA are mandatory however the other fields will just be a warning that can be accepted. Click next to continue Multiple CCI s for One Shipment It may be necessary to complete multiple CCI s for one shipment to GDLS-C. This may occur when shipping ITAR controlled goods with EAR controlled goods or when there are multiple license numbers or end users. Once the first CCI is completed you can use that as your template to eliminate re keying much of the data, and only updating where required. When multiple CCI s are required please indicate in the Comments field Multiple CCI Shipment. The invoice or shipment number for the current CCI would be indicated in field number 3. The additional shipment or invoice numbers should be listed as well stating that the current CCI is Shipped with ~ 19 ~ V5.0 Aug 2014
Additional Documents After clicking next If you have any additional documents that you wish to provide, commercial invoice, NAFTA certificates etc these can be attached here and will appear as an attachment. Note that there is a 10mb limit to attachments. Click Next to continue After attaching any additional documents you may click next to continue. A CCI Data submission agreement will appear. Upon agreeing to the terms you are able to submit your CCI. If the goods shipped do not have a discrepancy in the ITAR control status it will be summated, if there is discrepancy it will not be accepted, but rather placed in suspension. ~ 20 ~ V5.0 Aug 2014
CCI Submission Click I Agree Then Click Submit CCI Upon agreeing to the terms you are able to submit your CCI. If there are no issues with the control status of the goods noted on the CCI you will receive a CCI Submitted notice. An email will be sent to GDLS-C immediately for action. ~ 21 ~ V5.0 Aug 2014
Print Copies of CCI for Carriers Once you have completed your Web CCI please print a copy to send with the shipment. Attach one to the shipment and give one to the driver marked Customs Document Suspended CCI s GDLS-C Export Compliance monitors all suspended CCI s you will be contacted within 4 hours or suspension for action. If you have urgent questions please contact GDLS-C Customs department SCM-EC@gdls.com. Once GDLS-C reviews the suspended CCI they can accept as submitted, reject or cancel the invoice. You can monitor your suspended CCI s in the Review Suspended CCI s menu. If the CCI is accepted as completed it will be automatically submitted and moved to Search Submitted CCI s. Rejected CCI s will be moved to your Draft menu where you will be able to review comments from GDLS-C. View Suspended CCI s You can view your suspended CCI s and any communication from GDLS-C at any time in the View Suspended CCI s screen. DO NOT SHIP WHEN YOUR CCI IS SUSPENDED No Order in Logikweb Will Be Created Until Accepted ~ 22 ~ V5.0 Aug 2014
Searching For a Completed CCI Your submitted CCI s are kept in the history and can be viewed at any time. Select Work with CCI s Search Submitted CCI s There are various criteria that can be used to search your submitted CCI s, including: reference number, shipping dates and values or you can leave all criteria blank and press search to view all submitted CCI s A list of submitted CCI s will appear. You can view the.pdf copy of the CCI or by selecting the pencil icon you can use the CCI as a template for creating additional document. Correcting CCI s You are now able to correct a previously submitted CCI by selecting the pencil icon with the red line. All corrections will appear in red on your new document. Your CCI information will appear in Edit mode for you to correct any fields and resubmit. ~ 23 ~ V5.0 Aug 2014
View Draft CCI For Companies who have multiple people providing input for your CCI creation the draft function can be used to share a CCI creation. CCI can be saved in draft format at any point and each user who has access to your Company profile is able to view or complete these draft copies. CCI s which are rejected by GDLS-C from your suspended file will appear in your View Drafts for corrections and resubmission. You can view the audit trail for any comments associated with this submission. ~ 24 ~ V5.0 Aug 2014