Expedient User Manual – NZ ustoms Module …Expedient User Manual – NZ ustoms Module (Imports) Gavin Millman & Associates Pty Ltd 1/722 Mt. Alexander Road, Moonee Ponds, Victoria

Expedient User Manual – NZ Customs Module (Imports)

Gavin Millman & Associates Pty Ltd 1/722 Mt. Alexander Road,

Moonee Ponds, Victoria 3039 P: 03 9331 3944 • W: www.expedientsoftware.com.au

Volume

7

Table of Contents

Customs Clearance ........................................................................................................................................................2

Job Registration Screen ...................................................................................................................................................... 3 Command Keys ............................................................................................................................................................... 3 Creating a Job ................................................................................................................................................................. 4

Container Details - Load File ...................................................................................................................................... 14 PortConnect Interface ............................................................................................................................................... 15

Link Consol .................................................................................................................................................................... 15 Link Consol/Link Orders ................................................................................................................................................ 15 Configuring Pop-up Notes ............................................................................................................................................ 15 Auto-Delivery Date Update .......................................................................................................................................... 16 Adding Job Notes .......................................................................................................................................................... 16 Documents Available .................................................................................................................................................... 17 Multiple Job Note Creation .......................................................................................................................................... 17 Printing Work Sheets .................................................................................................................................................... 21 Printing Billing Sheets ................................................................................................................................................... 21 Delivery Dockets ........................................................................................................................................................... 22

Printing Delivery Dockets for a Consol ...................................................................................................................... 22 Printing Delivery Dockets for a Job ........................................................................................................................... 23 Update Required Date ............................................................................................................................................... 27

Load Required Dates File........................................................................................................................................ 29 Update Delivery Date ................................................................................................................................................... 30

Load Delivery Dates File ............................................................................................................................................ 31 Proof of Delivery Upload .............................................................................................................................................. 32 Print Labels ................................................................................................................................................................... 32 Copy Job ....................................................................................................................................................................... 32 Create Documents to Transport Event ......................................................................................................................... 33 Customer Notes ............................................................................................................................................................ 33 Notifications ................................................................................................................................................................. 34

Container Time Slot Request ..................................................................................................................................... 35 Container Weight Declaration ................................................................................................................................... 37

Editing Notifications ..................................................................................................................................................... 39 Changing Wording ........................................................................................................................................................ 40 Job Financials ................................................................................................................................................................ 41 Deleting a Job ............................................................................................................................................................... 43 Add/View Client Reference numbers ........................................................................................................................... 43 Find Jobs by Client Reference Number ......................................................................................................................... 44 Events ........................................................................................................................................................................... 44 Multiple Job Event Creation ......................................................................................................................................... 45 Missing Documents Notifications ................................................................................................................................. 47

Container Management System (CMS) – Delivery and Returns....................................................................................... 47

Forwarding ...................................................................................................................................................................... 49 Creating a Consol .......................................................................................................................................................... 49 Arrival Notice/Delivery Order ....................................................................................................................................... 52

Container Manifest (Sea Only). .................................................................................................................................... 56 eBACCA (Legacy Function) ........................................................................................................................................ 56

Forwarding Reports ...................................................................................................................................................... 56 Master Forwarding Report ........................................................................................................................................ 56 No. hbls year by year ................................................................................................................................................. 56 Generic Consol CSV ................................................................................................................................................... 57 Generic Job CSV ......................................................................................................................................................... 57

Document Management .................................................................................................................................................. 57 Manually adding documents to the Documents tab .................................................................................................... 60 Document Options ....................................................................................................................................................... 62 Emailing from the Documents tab ................................................................................................................................ 62

Copying files out of the Document tab ......................................................................................................................... 63 Required Documents .................................................................................................................................................... 63

Import Jobs ................................................................................................................................................................ 63 Import Consols .......................................................................................................................................................... 64

Document Packs ........................................................................................................................................................... 64

Supplier’s Invoice ............................................................................................................................................................. 66 Shortcut keys ................................................................................................................................................................ 77 Access a Supplier invoice .............................................................................................................................................. 78 Toolbar Button ............................................................................................................................................................. 79

Add ............................................................................................................................................................................ 79 Update ....................................................................................................................................................................... 79 Delete ........................................................................................................................................................................ 80 Find ............................................................................................................................................................................ 81 Previous ..................................................................................................................................................................... 81 Next ........................................................................................................................................................................... 81 Job Notes ................................................................................................................................................................... 81 Load Parts File ........................................................................................................................................................... 81 Classify Parts .............................................................................................................................................................. 82

Bulk Classification using the Unclassified Parts report .......................................................................................... 88 Validate Invoices ....................................................................................................................................................... 90 Import Declaration (Toolbar) .................................................................................................................................... 90 Job Documents .......................................................................................................................................................... 90 Load Invoice File (Available in Update Mode) ........................................................................................................... 91 Load Invoices By Shipment (Available in Update Mode)........................................................................................... 93 Mass Update Mode (Available in Update Mode) ...................................................................................................... 94

Common Values ..................................................................................................................................................... 95 Common Codes ...................................................................................................................................................... 95

Navigation Panel ........................................................................................................................................................... 96 Invoice Options ............................................................................................................................................................. 97

Copy Supplier Invoices .............................................................................................................................................. 97 Delete Supplier Invoices ............................................................................................................................................ 98

Line Filters .................................................................................................................................................................... 99 Show Unclassified Lines ............................................................................................................................................ 99 Show Missing Required Data ..................................................................................................................................... 99 Custom (Filter) Configuration .................................................................................................................................... 99

Line Field ACCESS (Update Mode) .............................................................................................................................. 101 Allow Full Access ..................................................................................................................................................... 101

Custom Configuration .......................................................................................................................................... 101 Reset Options ............................................................................................................................................................. 101

Reset Current Line ................................................................................................................................................... 102 Reset Lines............................................................................................................................................................... 102 Custom Configuration ............................................................................................................................................. 102

Import Declaration ........................................................................................................................................................ 102 Shortcut Keys .............................................................................................................................................................. 133 Access an Import Declaration ..................................................................................................................................... 134 Toolbar Button ........................................................................................................................................................... 134

Add .......................................................................................................................................................................... 134 Update ..................................................................................................................................................................... 135 Delete ...................................................................................................................................................................... 135 Find .......................................................................................................................................................................... 136 Previous ................................................................................................................................................................... 136 Next ......................................................................................................................................................................... 136 Job Notes ................................................................................................................................................................. 136 Supplier’s Invoice(Toolbar) ...................................................................................................................................... 137 Parties...................................................................................................................................................................... 137 Currencies ............................................................................................................................................................... 138 Validate ................................................................................................................................................................... 139 Submit ..................................................................................................................................................................... 139 EDI History ............................................................................................................................................................... 141

Declaration .............................................................................................................................................................. 142 Delivery Order ......................................................................................................................................................... 143 Job Documents ........................................................................................................................................................ 144 Re-Prepare (Update Mode) ..................................................................................................................................... 144 Auto-Apportion Charge (Menu Option) .................................................................................................................. 144

TLF Masterfile ................................................................................................................................................................ 145

Part Masterfile ............................................................................................................................................................... 147 Load Parts from a File ................................................................................................................................................. 147 Manual Parts Add ....................................................................................................................................................... 148

Archiving Parts ............................................................................................................................................................... 153

Update Delivery Date ..................................................................................................................................................... 154 Load Delivery Dates File ............................................................................................................................................. 156

Landed Costing .............................................................................................................................................................. 157

Jobs Reports ................................................................................................................................................................... 161

Parts Reports ................................................................................................................................................................. 162

TLF Reports .................................................................................................................................................................... 162

Legacy Customs ............................................................................................................................................................. 162

Customs Notifications .................................................................................................................................................... 163

Customs Reference Files ................................................................................................................................................ 163

Appendix I - Overview of Expedient TSW Application ................................................................................................ 165

Overview of Expedient TSW Application ................................................................................................................. 165 Message Format ...................................................................................................................................................... 165 TSW application developed in Expedient............................................................................................................. 165 Menu Options ........................................................................................................................................................... 166 Communicating with different agencies ................................................................................................................ 166 Training Videos ........................................................................................................................................................ 167 New Features in TSW Application ........................................................................................................................ 167

Attachment............................................................................................................................................................. 167 Validation Toolbar Button .................................................................................................................................... 168 Re-prepare............................................................................................................................................................. 168 Better visibility of submission information ......................................................................................................... 169

Further Information .................................................................................................................................................. 169

Appendix II - Expedient TSW Import Declaration Overview ....................................................................................... 170

Release 21/06/18 - Customs Clearance (NZ) - TSW Import Declaration ........................................................... 170

Expedient TSW Import Declaration .......................................................................................................................... 170 Overview ................................................................................................................................................................... 170

The new fields required .............................................................................................................................................. 170 Header Level: ........................................................................................................................................................... 170 Line Level: ................................................................................................................................................................. 171

Structure of TSW Import Declaration ....................................................................................................................... 171 New feature in TSW Import Declaration ............................................................................................................... 172

Consolidated Status ............................................................................................................................................. 172 Declaration Type ................................................................................................................................................... 172

Multi-Job Entry ................................................................................................................................................... 173 Message Type ....................................................................................................................................................... 173 Consolidation Type ............................................................................................................................................... 173 Transaction Type .................................................................................................................................................. 174 Queue Date ........................................................................................................................................................... 174 Override ................................................................................................................................................................. 174 Duty, Tax & Fees .................................................................................................................................................. 174

Header level ....................................................................................................................................................... 174 Line value ........................................................................................................................................................... 175

Charges .................................................................................................................................................................. 175 Attachment............................................................................................................................................................. 175 Toolbar Button ....................................................................................................................................................... 176

Parties ................................................................................................................................................................. 176 Currencies .......................................................................................................................................................... 176 Validate ............................................................................................................................................................... 176 Re-prepare ......................................................................................................................................................... 176

Appendix III – Supplier’s Invoice Overview ................................................................................................................ 177

Appendix IV – Part Masterfile Modification (NZ) ....................................................................................................... 186

Appendix IV – TLF Masterfile Modification (NZ)......................................................................................................... 189

Appendix VI – Report Modification (NZ) .................................................................................................................... 191

Screen: ......................................................................................................................................................................... 191 Import Declaration Screen: ................................................................................................................................. 191 Supplier's Invoice Screen: ................................................................................................................................... 191 Export Declaration Screen: ................................................................................................................................. 191 Shipper's Invoice Screen: .................................................................................................................................... 191 Cargo Report Export Screen: ............................................................................................................................. 191 Outward Cargo Report Screen: .......................................................................................................................... 191

Report Modification in Menu Options ....................................................................................................................... 191 Customs Clearance: ............................................................................................................................................. 191 Air/Sea Export Forwarding: ................................................................................................................................. 192 Legacy Reports: .................................................................................................................................................... 192 Automatic Reports: ............................................................................................................................................... 193

Appendix VI – TSW Application Event (NZ) ................................................................................................................ 194

Supplier's Invoice: ....................................................................................................................................................... 194

Import Declaration: ..................................................................................................................................................... 194

Shipper's Invoice: ........................................................................................................................................................ 194

Export Declaration: ..................................................................................................................................................... 194

Cargo Report Export: ................................................................................................................................................. 195

Outward Cargo Report: .............................................................................................................................................. 195

Appendix VII – GST on Low Value Goods changes (IM1) ............................................................................................ 196

Appendix VIII – How to submit IPI to clear FAK Containers ........................................................................................ 197

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INTRODUCTION

Xpedient software contains the Customs Clearance and the Import Forwarding Module. The Customs Function allows users to register shipments, lodge Customs Declaration, set up TLF, manage parts and prepare charges for customers.

Customs Clearance

Expedient utilises a job number, which is the unique number given to shipments within Expedient. This is the first step in creating and lodging Customs Declaration. From the Job Registration screen, users are able to register a Job, Create Supplier’s Invoice, and Create & Lodge Customs Declaration.

E

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Job Registration Screen Command Keys Most toolbar buttons can be accessed by a Keyboard Short Cut. See below for Short Cut Commands:

Icon Shortcut Key

A

U

D

F

B

P

N

I

S

T

K

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Icon Shortcut Key

M

Ctrl-Tab

Creating a Job When it is time for you to create a customs shipment, from the Main Menu select Customs Clearance>Import Job Registration function

By clicking the button or typing A will place the cursor in the input screen in Add Mode.

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See below:

Field Name Description Validation Default

Job Type This is the type of Job in which you are creating. You can

perform a lookup on this field by clicking: If a Job Type does not exist and you require a new one to be added, then please contact your manager or GMA Support

Mandatory Blank

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Dept This is the Department that is assigned to the Job. This is a 3 letter code e.g. AIS [Branch] [Import/Export] [Mode of Transport] The branch is based off one of 2 rules:

1. The Branch in which is associated with the user adding the job. OR

2. The Responsible Office branch assigned to the customer code within the Customer Masterfile. The department code will initially default to the user’s branch, but after the customer code is entered if there is a valid Branch in the Responsible Branch field then the screen will change the department based on that value.

Please Note: Option 2 is configured at Installation. To have this reconfigured please contact Expedient Software Sales or Support. The Department cannot be updated if there are invoices or journals for the Job to post or that have already been posted.

Mandatory User’s Branch or Customer

Code Responsible

Office

House Bill This is the House Bill of the shipment Optional Blank

Master Bill This is the Master Bill of the shipment Optional Blank

Extn. Code This is the external reference for the job in your global system. This may not be relevant at your site. You can update this field if your site permits it

Optional System Generated

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Cust Code This is the Consignee. Once you enter data into this field, two pop-up windows will appear (if this has been activated for this customer). They are the Customs Notes and the Job Registration Notes against this Consignee. You can

perform a lookup on this field by clicking: Please Note: if The Customer’s Credit Limit has been exceeded OR the Credit Limit is less than 0 in the Customer Masterfile, an additional popup message will appear informing the user that the customer has Exceeded their credit A customer must be set to Active in the Customer Masterfile to create a job.

Mandatory Blank

Business Units If Business Units exist against the Cust Code, then the Business Units field will be shown. The Zoom attached to this field directs the user to the list of Business Units that have been added to the Customer Code.

Conditional Blank

Extn. Code 2 This is a secondary reference for this job in your global system. This may not be relevant at your site and the field may be hidden. You can update this field if your site permits it


Agn. Cln. This field will only appear if the Customer has been set up as an Interstate Agent in the Customer Masterfile i.e. the Customer is acting as an agent for their customers to perform the Customs Clearance. Select the Customer’s customer. You can perform a lookup on the field by

clicking .

Optional Blank

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Supplier This is the Supplier of the goods being shipped. This is linked to the consignee. You can perform a lookup on this

field by clicking: Or you can perform a quick one letter search by typing in the first letter of the Supplier, e.g.: D<tab> will display the look up screen with all supplier’s starting with the letter “D” The supplier profile can be access to view or update

information using the button. If the supplier you want is not listed because there is no existing relationship in Expedient between the client

and the supplier use the button to list all suppliers regardless of client. Selecting a supplier from the ‘search all’ list will create new relationship between the selected supplier and the client.

Mandatory Blank

Cust Ref This is the Consignee’s Reference information Optional Blank

Job Class This is the job class of the shipment. Select the drop down

selections. If a Job Class does not exist and you require a new one to be added, then please contact your manager or GMA Support

Optional Blank

Vessel This field cannot be entered for Sea job types. N/A N/A

Airline This is the Airline code. Type in the 2 character airline

code or use to zoom on the Airline Codes Masterfile.

Optional Blank

Vessel Name This is the vessel name. Type in the vessel name or use

to zoom on the NZ Customs Craft Names.

Optional NZ Customs Craft Names

Lloyds This field cannot be entered for Sea job types. N/A N/A

Voy ID This is the voyage ID of the vessel and its current voyage. Optional Vessels Master File

Flt No This is the flight number. Type in the flight number or use

to zoom on the NZ Customs Craft Names. Selecting a flight number from the NZ Customs Craft Names will populate the Airline field with the first two characters of the flight number

Optional NZ Customs Craft Names

Tranship This is a description of the Transhipment vessel Optional Blank

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Load Port This is the Port of Loading of the vessel Optional Blank

Place Rect This is the place in which the vessel is received. This is usually the same as the Load Port

Optional Blank

First Port This is the first port of call of the vessel. Optional Vessels Masterfile

Disc Port This is the Port in which the feeder vessel will be discharged at.

Optional Blank

Dest Port This is the final destination of the vessel Optional Blank

Bill Cut Date This is the Date of Valuation or Bill Cut Date. Optional Blank

First Arrival This is the date the vessel arrives at the First Port Optional First Arrival from Vessels

Masterfile

ETA Disch This is the Date the vessel is estimated to arrive at the Discharge Port. This is used by Customs to determine the rate of duty (if applicable). This is followed by the ETA Discharge Time field

Mandatory Blank

ETA Dest This is the Date the vessel is estimated to arrive at the Destination Port. This is followed by the ETA Destination Time field. This can be populated by FSU Airline messages for Air Jobs, or by PortConnect for Sea Jobs where the Destination Port is NZAKL or NZTRG

Optional Blank

ATA Dest This is the Date the vessel actually arrives at the Destination Port. This is followed by the ATA Destination Time field. This can be populated by FSU Airline messages.

Optional Blank

Goods This is the description of the goods being shipped. This is set to one line of goods within the Customs Module

Optional Blank

No.Pkgs This is the number of packages being shipped Optional Blank

Pkg. Type This is the type of packages being shipped. You can

perform a lookup on this field by clicking: If a Package Type does not exist and you require a new one to be added, then please contact your manager or GMA Support

Optional Blank

Weight This is the weight of the goods being shipped Optional Blank

Weight Type This is the type of weight measurement. Optional KG

Volume This is the Volume of the Goods Optional Blank

Volume Type This is the type of Volume Optional M3

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OWENC This is the Bill Type of the Shipment. Possible Selections are:

• Original

• Way Bill

• Express

• Non Negotiable

• Copy Select the drop down for these selections:

Optional Blank

Frt P/C This describes whether the Freight is Prepaid or Collect Optional Blank

Shipping Co This field will appear where the import is sea freight. This is the Shipping Company associated with the job. If the job is linked to a Consol with a Shipping Company the field cannot be updated. Otherwise the field is blank and can be updated

Optional Conditional. Populated from the Consol if

the Consol has a

Shipping Company

Customs Value This is the Value that Customs will use to define the value of duty paid (if applicable)

Optional Blank

HB Currency This is the Currency in which the house bill has been cut under

Optional Blank

Forwarder This is the Forwarder who is managing this shipment. Please Note: If the forwarder is your company and you have the Expedient Forwarding Package then ensure that this is set to OWN COMPANY in the Customer Master File.

This will ensure that when you Prepare the Charges that the Bill To will populate correctly, allowing you to Invoice the consignee

Mandatory Blank

Bond / Depot The label for this field will show Unpack, Bond Depot or Terminal depending on the Job Class and the zooms will also list the appropriate entity.

Optional Blank

Broker This is the Customs Broker who is managing this shipment. This can be set to default to a specific code for each customer, which will auto-populate when adding a job. This is set up in the Customer Masterfile in the Importer Tab within the Customs Broker Field:

Please Note: If the Broker is your company, then please make sure that this Code is set to OWN COMPANY in the

Mandatory Blank

or

Customer Masterfile Importer

Tab

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Customer Master File.

This will ensure that when you Prepare the Charges that the Bill To will populate correctly, allowing you to Invoice the consignee

Entry No This is display field to show then TSW Ref. ID from NZ Customs.

Optional Import Declaration

Vessel Available This is the date in which the Vessel is Available Optional Vessel Masterfile

INCO This is the INCOTERM for the housebill. Enter the three

letter code or use and select from the list

Optional Blank

Storage Available This is the date in which the storage commences from containers on the vessels

Optional Vessel Masterfile

DG/Refrigeration This signifies whether the shipment contains any dangerous goods, or requires refrigeration

Optional Blank

Suppliers Tab (Sea Freight Only)

Containers Tab (Sea Freight Only)

F/L This is the Type of Container, values include:

Mandatory Blank

Container No This is the Container Number on the Shipment.

Optional Blank

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Use the to search for containers on other shipments on the same consol as the current house bill. (Forwarding Module only)

Seal No This is the Seal Number of the Container Number Optional Blank

Cont Type This is the NZ Customs Container Type code. Use the to search the Masterfile for valid Container Type codes.

Conditional Blank

Pieces This is the number of pieces within the container Mandatory Blank

Dehire This is the date in which the container is de-hired Optional Blank

Pack Type This is the type of Package(s) Mandatory Blank

Available This is the date in which the container becomes available for pickup

Optional Blank

Delivered This is the date in which the container is delivered Optional Blank

Transport Type This is the method in which the container is to be transported. Select from the available list

Optional From Client Delivery Address Details if stored,

otherwise blank

Storage This is the date in which the container commences storage charges

Optional Vessel Masterfile

Required Date / Time

This is the date and time in which the container is required Optional Blank

Net Weight This is the Net Weight of the Container after any deductions

Optional Blank

Gross Weight This is the Gross Weight of the Container before any deductions. This is the Net Weight plus the Weight of the Container. Please Note: Expedient stores maximum Container Tare Weights which is used to calculate the Gross Weight Value. This can be overridden by a user. See Appendix A

Optional Net Weight

plus Container

Tare Weight

Volume This is the Volume of the Container. NOTE: When creating a job from the Input Shipments screen, the Volume information is carried through to this field in the Import Sea Job.

Optional Blank

Mark and Numbers Tab

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Marks and Numbers

The marks and numbers used to identify the cargo, not the consignee.

Optional Blank

Various Dates Tab

Lodgment Date This is the Date of Lodgement. This is a no-entry field used for display purposes only. This date is populated when a user lodges this job within the Nature 10/20 screen

N/A Import Declaration

Date of Clearance

This is the Date of Clearance. This is a no-entry field used for display purposes only. This date is populated when Customs send back the Clearance Date.


Del. Docket Printed

This is the date in which the first delivery docket was printed. This is a no-entry field used for display purposes only. See “Printing Delivery Docket” section in this document.

N/A Printing a delivery docket

Depot Date This is the Date available from the Depot. This is updated in this screen by users

Optional Blank

Delivery Date This is the Date in which delivery has taken place. This is updated in this screen by users

Optional Blank

Date Owner EFT This is the Date the EFT was processed for Duty payable to Customs. This is a no-entry field and used for display purposes only

Optional Blank

Date Duty Paid This is the actual date the duty was paid to Customs. This is a no-entry field and used for display purposes only

Optional Blank

EDI Manifest Received Date

This field will appear if the EDI Manifest module is used. This is the date and time the job details where received in a manifest from the Overseas Agent

N/A System Generated

Landed Cost This indicates whether the client requires a Landed Costing. This is populated from the Customer Masterfile, Land Cost indicator in the Importer tab

Optional Customer Masterfile

Sales Person This is the person responsible for the sales account with this client. This is automatically populated from the

Customer Masterfile, Debtor tab. Use to search for a difference Sales Person.


Field 1 This is available to store information relevant to this client and can be used in User Defined Auto Reports

Optional Blank


Optional Blank


Optional Blank

Delivery Details Tab (used for Delivery Docket Print information)

Deliver To This is the Delivery Code of the Shipment. This information is automatically populated in Add Mode. The data based off the Clients’ Delivery Addresses found in the Customer


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Master File under the Administration Menu. This screen can hold multiple addresses. Ensure that one address is set as default. The AQIS classification for the delivery postcode will be displayed.

Deliv Job Note This is an additional line of Note. Please note that the Clients’ Delivery Address Screen also has 5 lines of Special Instructions that Print on the Delivery Docket. This job note will print next to the address, that is specific to this shipment

Optional Blank

Transport Provider

This is the Transport Provider Code of the Shipment. This information is automatically populated in Add Mode if a Delivery Address exists for the Customer. This information is based off the Clients’ Transport Provider found in the Customer Master File under the Administration Menu. This screen can hold different Transport Provider for AIR/ FCL, LCL, Parcel Post. The AQIS classification for the postcode is displayed alongside.


Transport Provider Job

Note

This is a Transport Provider Job Note, specific to this shipment

Optional Blank

Dehire Depot This is where the container will be returned too after it has been unpacked.

Optional Blank

Transport Provider

Instructions

This outlines General instructions for the Transport Provider that will appear on the FCL Time Slot Request Report (Only CSV & XLS Format).

Optional Blank

C O N T A I N E R D E T A I L S - L O A D F I L E You are able to load a CSV file from your desktop directly into the Container Details tab, as long as the data conforms to the required format documented below.

To use this feature: Register the Import Sea Job and click on the button that appears at the bottom of the Container Details tab. You can then browse to the required .CSV file and click on the Open button. The load process will advise you if the load was successful. Click on Exit to see the containers loaded into the screen. If there is an error in the file, e.g. there is missing information which is mandatory, you will get a message explaining the problem. NZ - The file format must be: A comma separated values (.csv) file (easily created in Microsoft Excel) The data must be in the following order:

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A file example: ABCD1234567,F,22G2,12345,15,20,23,BC

P O R T C O N N E C T I N T E R F A C E Expedient can be updated by information received from PortConnect for container movements into ports Auckland and Tauranga. As well as updating Container Management notification of arrival of vessels can update the ETA Destination Date and Time of Jobs into Auckland and Tauranga. Please see the Container Management User Manual for more information

Link Consol This facility is available from the Link menu in the Job Registration screen. The consol number field can be manually entered and saved into an existing job.

Link Consol/Link Orders This facility links orders to consols and is used in Order Tracking.

Configuring Pop-up Notes Expedient allows users to configure what type of notes to pop up at a customer level. The following pop up notes can be configured via the Customer Masterfile (Configuration Tab):

• Delivery Notes – each time a user clicks on the Delivery Tab in Add/Update mode the Customer’s Delivery Notes will pop up

• Job Registration Notes – each time a user adds/updates a Job, the Customer’s Job Registration Notes will pop up

• Customs Notes – each time a user adds/updates a Job and Broker Code is the Own Company, the Customer’s Customs Notes will pop up

• Customs Supplier Notes – each time a user adds/updates a Job, the Customers’ Suppliers Customs Notes will pop up

• Forwarding Supplier Notes – each time a user adds/updates a Job, the Customers’ Suppliers Forwarding Notes will pop up

Column Description Validation Field Format

A Container Number Mandatory General

B Type accepted codes

F – FCL L – LCL B – Bulk E – Empty

P - Pallet

Mandatory General

C ISO Type Mandatory General

D Seal Optional General

E Net Wght Optional General

F Gross Wght Optional General

G Pcs Optional General

H Pack Type Optional General

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Accounting Module only:

• Prepare Charges – each time a user prepares charges, the Customer’s Invoice Notes will pop up

Auto-Delivery Date Update On the occasion whereby you are not performing the delivery for customers, but you want to complete the job to force a delivery date to be populated. This would occur on occasions you have KPI set up with your customers, or you have the Expedient Customer Web Portal. The above configuration screen allows users to set the number of Days after clearance where the delivery date is to be populated.

Adding Job Notes Once you have created a job, you can add various Notes to the Job. This is available once a job is selected or created and resides in the Options, Job Notes/References. These are made up of:

• Job Notes – Prints on the Job Sheet, and pops up when users create or update a Job and the Broker Code is your own company and is set to yes for this Customer in the Customer Masterfile.

• Accounting Notes – For Information Only

• Delivery Notes – Prints on the Job Sheet, Billing Sheet and Delivery Dockets

• Miscellaneous - For Information Only

• Forwarding - Pops up when users create or update a Job and the Forwarder Code is your own company and is set to yes for this Customer in the Customer Masterfile

Below is a screen shot of the Notes Screen:

Notes against the Consol are available to view from Consol Notes/References in the Options menu in the Job Registration screen. The consol registration screen can also be accessed from the Options Menu.

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Documents Available The purpose of this screen is for people that answer the phone, can enter when documents are available to be picked up and the print can be sent through to the runner’s tray to action. This screen is found in Air Import Forwarding > Documents Available. When the Air Import Job is created for a House Bill and Master Bill that matches the Documents Available screen and the ONC field = ORIGINAL, then the Job Number will automatically populate in the Documents Available Screen; Job No field. The ‘Document Pick Up’ Button allows the user to print the details that is shown in the Document Available Screen. Please see below screenshot for your reference.

Multiple Job Note Creation This screen is available from the Sundry Module and allows the user to update a Single Note Type against multiple Job Numbers in one action. Please see below screenshot for your reference.

http://help.expedientsoftware.com.au/wp-content/uploads/2015/10/img_562d5edf55dd8.png

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Field Name Description Validation

Default

Job Note Details Group

Note Type Select Note Type; Accounting, Delivery, Job, Miscellaneous, Forwarding, Notification, WIP, Check In/Out. When Posted, the notes will then show on the specific tab in the Notes.

NOTE: The Note Type defaults to ‘Job Note’ in ADD Mode.

Mandatory

Blank

Job Type Select Air or Sea. This section criteria is not applicable for Manual Entry.

Mandatory

Blank

Job Mode Select Import or Export. This selection criteria is not applicable for Manual Entry.

Mandatory

Blank

Posted? Indicates if the record has been Posted. Yes and No values. Read-Only field. NOTE: You cannot UPDATE or DELETE a Posted Entry.

System Generated

N/A

Posted Date The Date the record was Posted. Read-Only field.

System Generated

N/A

Posted By The UserID that Posted the record. Read-Only field.

System Generated

N/A

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Default

Doc No. Internal Reference Number. Generated when the record is Saved. Read-Only field.

System Generated

Unique Document Number

Created Date

Date the record was created. Auto-populates in ADD Mode. Read-Only field.

System Generated

Current Date

Load Method for Job Numbers

Load by Transport Details

Option to retrieve/load the Job Numbers using the Transport Details from the Import/Export Jobs. When this method is selected it will show the details in the Transport Details Group. NOTE: ONLY looks at data in the last 180days that match the criteria entered.

Mandatory

N/A

Load by Container Details

Option to retrieve/load the Job Numbers using the Container Number that has been attached to the Import/Export Jobs. When this method is selected it will show the details in the Container Details Group. NOTE: If Air Import or Air Export has been selected then this Load Method is not applicable.

Mandatory

N/A

Manual Entry

This allows the user to add the Job Numbers manually in the Job Number Details Group. NOTE: The Job Type and Job Mode are not applicable for this Load Method.

Mandatory

N/A

Transport Details Group (ONLY looks at data in the last 180days) ALL fields in this Group MUST be populated for the Job Numbers to be retrieved/loaded that match the criteria entered. If there are Job Numbers where these fields are blank then they will not be shown. NOTE: Once the Job Numbers are retrieved, the system still allows

you to manually add Job Numbers of any Job Type & Job Mode.

Vessel / Airline

The Vessel or Airline field will be shown depending on the Job Type selected. Vessel – Vessel Code field from the Sea Import/Export Job Screen. Airline – Airline Code 1 / Airline fields from the Air Import/Export Job Screen. NOTE: The condition of the Vessel Code field depends if Customs Module is turned on or off. Vessel Code field looks at VESSEL CODE ZOOM. Vessel Description field looks at CRAFT ZOOM.

Mandatory

Blank

Voyage ID / Flight No

The Voyage ID or Flight No field will be shown depending on the Job Type selected. Voyage ID – Voy ID / Voyage ID fields from the Sea Import/Export Job Screen. Flight No – Flight No 1 / Flt No fields from the Air Import/Export Job Screen.

Mandatory

Blank

ETA Dest / ETD 1

The ETA Dest or ETD 1 field will be shown depending on the Job Type & Job Mode selected. ETA Dest – ETA Dest field from the Air Import Job Screen. ETD 1 – ETD 1 field from the Air Export Job Screen.

Mandatory

Blank

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Default

Dest. Port / Orig. Port

The Dest. Port or Orig. Port field will be shown depending on the Job Mode selected. Dest. Port – Dest Port / Destn Port from the Sea/Air Import Job Screen. Orig. Port – Origin Code Port from the Sea/Air Export Job Screen.

Mandatory

Blank

Container Details Group NOTE: Once the Job Numbers are retrieved, the system still allows

you to manually add Job Numbers of any Job Type & Job Mode.

Container No.

This is the Container Number that is attached to the Sea Import/Export Job in the Container Details Tab.

Mandatory

Blank

Manual Entry

This Load Method allows the user to add the Job Numbers Manually.

Notes Group

Notes Enter in appropriate Notes. Once the record is posted, the notes will then be updated on the specific Note Tab (depending on Note Type selected) of the Notes screen, against the Job Numbers that were entered in the Job Number Details Group. 55 characters permitted per line. Unlimited number of lines.

Mandatory

Blank

Job Number Details Group

Job Number The Job Number can be auto-populated via the Transport Details or Container Details Load Methods. The Job can also be manually entered if the Manual Entry Load Method is selected. The Notes entered will apply against these Job Numbers listed. NOTE: You can amend the Job Numbers added via the Insert, Append and Delete buttons shown at the foot of the screen, when the Job Number line is selected. Once the record has been saved, you can double click on the row and it will direct the user to the Job Number selected.

Mandatory

Blank

Client Code Auto-populated when the Job Number is entered. Read-Only field.

Mandatory

Retrieved from associated Job

Client Name Auto-populated when the Job Number is entered. Read-Only field.

Mandatory

Retrieved from associated Job

Action Buttons/Links

Post Job Note

When this button is selected, it will then apply the Note to the Job Numbers listed in the Job Number Details Group. It will change the indicator in the ‘Posted?’ Field from No to Yes. The record will still exist in this screen as a view only. The user can view the Entry added via the Job Notes window in the Import Job screen. NOTE: You cannot UPDATE or DELETE a Posted Entry.

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Default

Duplicate Job Note

The system allows you to copy a Posted and Non-Posted record. If you Copy a Posted record then it will update the record with a new Doc No and set the ‘Posted?’ indicator (Positioned in the Options Menu)

OK Button When the OK button is selected, you have the option to Post the entry each time the record is Saved. The following message will be shown: “Do you wish to post this job note now?” If YES, then the record will be Posted and the ‘Posted?’ field will show YES, along with the Posted Date, Posted Time and Posted By fields being populated. If NO, then the record will be Saved but NOT Posted and the ‘Posted?’ field will show NO.

Printing Work Sheets Once you have completed the Job Registration Creation process, and all of the data is saved that you require, you can now print the various Work Sheets, these are:

• Job Sheet – Available via Print pull down menu, and a Button on the toolbar in the Job Registration screen

o Sea o Air o Parcel Post o Miscellaneous

• Private Doc’s Cover Sheet - Available via Options

• Private Bar Code Sheet via Options

Printing Billing Sheets Printing Charge Sheets is available via the Print pull down menu. The Charge Codes and Descriptions are initially configured and maintained by Super Users. To Set up Charge Codes, go to Menu/Administration/Company Details/Billing Sheet Maintenance. Charge Sheets and Charge Code are set up by:

• Acc. Type (Disbursements/Finals)

• Charge Code

• Mode (Export/Import)

• Type (Air, FCL, LCL)

• Print Order

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You can re-print any of the Work Sheets at any time as long as a job displayed in the Job Registration Screen.

Delivery Dockets Delivery Dockets can be printed from the Consol where the Consol is for FAK or from the Job Registration screen.

P R I N T I N G D E L I V E R Y D O C K E T S F O R A C O N S O L If the Consol is for Job Class FAK a Delivery Docket can be sent direct from the Consol to the Cartage

company. The option is available from the Notifications menu and from the toolbar button.

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This screen will list all the containers associated with the Jobs on the FAK consol. Enter the Transport

Company the document is to be sent to or use to find the Transport Provider code. The Docket will print the Unpack Depot as the Delivery Address and the Terminal as the Pick Up Address.

P R I N T I N G D E L I V E R Y D O C K E T S F O R A J O B To print a delivery docket, users must ensure the Delivery Details information is completed in the Delivery Details Tab, see below:

The above Delivery Address is stored at the Job level. If Import Declaration is created, but not cleared yet, when delivery docket toolbar is clicked, a warning message as below pops up:

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Container Numbers must also be entered for Sea Freight Shipments in order to print a Delivery Docket. This is available via the Docket Button. When users select this, the below screen will appear:

The below screen allows users to input various information for the Delivery Docket.

Enter any information that is relevant to your job:


Job No Enter the Job Number if using this from the Customs Clearance Menu. If you are running this program from the Registration Screen then the Job Number will be auto-populated.

Mandatory Blank / Job Registration

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Date of Actual Delivery

This is the date of delivery of the Goods, this is usually the same as the date you are printing the Delivery Docket. Please Note: Date of Actual Delivery Date is then populated in the Various Information Tab in the Delivery Date field:

Optional Blank

Date of Actual Delivery

This is the Date the goods are actually delivered Optional Blank

Time of Actual Delivery

This is the Time of the delivery Optional Blank

Dehire Date This is the date in which the Empty Container is to be returned to the empty depot. This Date is then inserted into the Container Details tab Dehire Date field against each container

Optional Blank

Quarantine Instruction

This is the AQIS Instructions Optional Blank

Container Numbers

These are the Container Numbers to be printed on the Delivery Docket from the Job. This is a no entry field and for display purposes only.

Mandatory Yes

Print Supplier Details?

Selecting No will not print any Supplier Information on the Delivery Docket

Mandatory Yes

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Data Drawn from: Job Registration – Delivery Details Tab –

Transport Provider Instruction

Data Drawn from: Job Registration – Delivery Details Tab – Deliver To

Data Drawn from: Job Registration – Delivery Details Tab – Delivery Job Note

Data Drawn from: Job Registration – Delivery Details Tab –

Transport Provider Job Note

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U P D A T E R E Q U I R E D D A T E Expedient allows users to batch update Jobs in which Required Date and Times can be added. The below screens allows many jobs to be updated at the same time. Required Dates and Times can be supplied for LCL, FCL and FCX jobs. Individual containers can be

selected using the zoom button in the Container column.


Date This is the date the mass update is actioned Mandatory Today

Doc No This is a reference number for the mass update N/A System Generated

Posted This indicates whether the mass update has happened N/A System Generated

Job Number This is the job number to be updated Mandatory Blank

Client This is the client for the selected job N/A From Job Registration

Container Use the to select from the containers registered for the job. Alternatively leave the container field blank to update all the containers for the job

Optional Blank

Required Date

This is the client’s required date for the job or selected container to be delivered

N/A Blank

Required Time

This is the client’s required time for the job or selected container to be delivered

N/A Blank

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Posted This indicates whether the mass update has happened N/A System Generated

Once the user inputs the jobs and the Required Date and Time, Expedient will ask the following:

If the user answers yes then Expedient will immediately update the jobs and return the following:

If a job record is locked Expedient will not be able to update the job. This will display a “No” In the Posted column. Once successfully completed the process updates the Required Date and Time in the Job Registration screen, Container Details tab

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If the job is FCL or FCX the Required Date and Time will be updated in Container Management.

The toolbar button, Load Required Dates file, in the Update Required Dates screen allows upload of a file containing Required Date and Time information. This can be used to provide the required date for LCL or FCL or FCX jobs. The

file must be in the following format with the columns in the order indicated.

1. Job Number (mandatory) 2. Container Number (optional) 3. Required Date (mandatory) 4. Required Time (Optional)

Sample File

Expedient will check that the mandatory columns are present in the file. Expedient will also check that the job number provided is a valid job number.

Load Required

Dates File

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The details of the file will be uploaded into the Update Required Dates Screen and can be further updated here before posting and updating the listed jobs. Update Delivery Date Expedient allows users to batch update Jobs in which delivery dates are required. The below screens allows many jobs to be updated at the same time. Delivery Dates can be supplied for Air, LCL and FCL jobs. Individual containers can be selected to

provide a Delivery Date using the zoom button in the Container column.

Once the user inputs the jobs and the Delivery Dates and the Signatory, then Expedient will ask the following:

If the user answers yes then Expedient will immediately update the job and return the following:

If a job record is locked Expedient will not be able to update the job. If a job record is locked Expedient will not be able to update the job. This will display a “No” In the Posted column. Once

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successfully completed the process updates the Delivery Date in the Job Registration screen. See below:

Any containers on the job will have the Delivery Date and Time inserted in the Container Details tab and if the job is FCL the Delivery Date, Time and Signatory will be updated in Container Management. A CDD, Container Delivery Date, event will be created against each container and when the final container is delivered a DDEL, Date Delivered, event will be created for the whole job indicated the job has been fully delivered. A ‘DOD’ event will be created for each job listed in the Update Delivery Screen. The event can be found in the Job Registration screen from the Options menu. L O A D D E L I V E R Y D A T E S F I L E The toolbar button, Load Delivery Dates file, in the Update Delivery Date screen allows upload of a file containing delivery date, time and signatory information. This can be used to provide the delivery date for air cargo, LCL or FCL or FCX jobs. The file must be in the following format with the columns in the order indicated.

5. Job Number (mandatory) 6. Container Number (optional) 7. Delivery Date (mandatory) 8. Delivery Time (Optional) 9. Signatory (Optional)

Sample File

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Expedient will check that the mandatory columns are present in the file. Expedient will also check that the job number provided is a valid job number. The details of the file will be uploaded into the Update Delivery Screen and can be further updated here before posting and updating the listed jobs. Proof of Delivery Upload Expedient will load pdf Proof of Delivery (POD) from a designated folder that an external party has sent the documents to. Expedient will process the documents according to the filename and send the POD pdf to the Public Documents folder for the relevant job. Please contact Expedient Software if you would like to use this facility.

The filename for the POD pdf file must conform to the following format

JobPOD_<order number>-<containerkey>_<Container Number>_<Expedient Job Number>_<timestamp>

The format for the timestamp must be YYYYMMDDHHMMSS

On receipt of the pdf file to the specified folder the system will check that a job exists matching the job number and the container number in the filename. If the job number and container number are found the file will be saved to the Public Documents folder for the Job and a POD event is created in the Job for the container.

If there is problem matching either the job number or container number Expedient will send a message to designated recipients to advise of the problem allocating the file. The file will be placed in a designated ‘Rejected’ folder so that the file can be checked and attached to the correct Expedient Job Documents folder manually.

Print Labels This option is available from the Print menu in the Import Job Registration screen.

Copy Job Once users have completed the Job Registration Creation process, the copy job function can be utilised. This is selected via the Options menu. This copies all of the job information to a new Job Number, excluding any Notes, Container, Attachments, and Charges, except where the Job Type is LCL/FAK then the F/L, Container Number, Type, Seal Number, Cont Type and size will be copied to the new job. This function will also notify the user if they would like to copy the Consol No over at the same time.

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Create Documents to Transport Event Where the import Job Type is FCL or FCX this option create the Documents to Transport Event.

Enter the details of when the Documents were sent to Transport and who sent them. The fields will default to the current user and the current date and time and they can be updated.

On OK the event will be created against the Job, displaying the container number as the reference.

The Container Management system will also be updated for each container on the job to show the Date the Documents were sent

Customer Notes Use this option to view and add or update notes held in the Customer Masterfile.

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Notifications Within the Job Registration Screen under the Notifications Toolbar there are a series of notifications that inform various parties about shipment information. See below for a list of standard notifications that are available:

More notifications are available from the Customs > Customs Notifications folder

Document Check Sheet – This is an internal document that displays which Documents are required but not yet received. Missing Documents – This is a notification that can be sent to customers/agents informing them of which documents have not yet been received. This draws data from the Documents tab. This is also available to be set up as an Automatic Report.

Documents Available Notice – The Documents Available Notice is to notify the Broker that you have Documents ready for collection. The document is available from the import job registration screen, through Notifications -> Documents Available Notification. This document will list any documents that you have marked as ‘Received’ in the Documents Screen for that job. The default

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recipients for the document are any personnel set up in the broker’s masterfile for all documents or Import notifications. This can be changed, in the print menu, before the document is sent. C O N T A I N E R T I M E S L O T R E Q U E S T This option provides the ability to create a request to Transport to pick up full import containers from the terminal for delivery. The screen displays all the containers registered for the job and indicates the Transport Provider assigned at job level or container level.


Job No This is the Job Number that the FCL Time Slot request will be sent for

Mandatory Defaults from Job

Registration Screen

Request Format

Format Selection: PDF, XLS or CSV which can be edited in Excel.

Mandatory PDF

Send Request to Transport

Provider

This pull down list shows all the Transport Provider that have been assigned to containers in the job either at job level. Select from the list which Transport Provider you are sending the FCL Time Slot request to

Mandatory First Transport Provider in

the list

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Send? Select to send the FCL Time Slot Request for the container on the line by clicking in the tick box. This box is ticked if the Transport Provider for the container matches the Transport Provider the request will be sent to. This box will be unticked if the Transport Provider has already been sent the Time Slot request for the container

Optional Conditional

Container Number

This is the container registered to the Job Mandatory Defaults from Job

Registration Screen

Transport Provider

Customer Code for the Transport Provider assigned to the container in the Delivery Details tab

Optional Defaults from Job

Registration Delivery Details

Request Last Sent

This indicates the date the FCL Time Slot Request was last sent. If this column is blank the FCL Time Slot Request has not been sent to a Transport Provider.


Notes Add text here to appear in the PDF version of the FCL Time Slot Request

Optional Blank

Toggle All This button allows all the containers with a Transport Provider that matches the selected Request Transport Provider to be ticked in one action. This button can also deselect all in one action

N/A N/A

Sample CSV Format (FCL Time Slot Request)

The CSV report includes container type, vessel, availability date information, the delivery address and Transport Provider Instructions for each container. Sample XLS Format (FCL Time Slot Request) The Report in XLS format is the same details that are shown in the CSV format. It is just a different format.

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C O N T A I N E R W E I G H T D E C L A R A T I O N The Container Weight Declaration is a document that states the weight of the container and its contents. This screen can be accessed via the ‘Notifications’ Menu. It will pre-populate the Container Number details that have been added in the Container Details Tab on the Import Job. If the Gross Weight exists then the Print check box will be automatically ticked. The Tare Weight does not automatically populate and needs to be entered in manually by the user.

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General Notification – This is a general notification that allows users to input data in the Job Notes Section in the Notification Tab. Any information in this screen will print on the Notification.

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Editing Notifications Expedient allows users to modify the data that prints out on each of the forms, along with what wording appears on the notifications. The below screen is accessed via the Administration Menu – Company Details – Generic Notifications Regist.

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Changing Wording The PREAMBLE and POSTAMPLE information can be modified in Menu Administration – Company Details Menu – Input Terms Printouts. See the below example of the Customs Vessel Change Pre-Ample data. And the actual Vessel Notification Print out.

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Job Financials The Job Financial Screen, available from the Job Financials menu, allows users to view all financial transactions of a job. The screen displays Billing Information, Creditors Invoices, Direct Cheques, and Journal (Profit) information. Once you have selected a Job you will be presented with the following screen. See below:

Money paid out

of your account to a 3rd party for that Account

This is the Journal Amount (either Profit or Loss) for that account

Paid + Journal This is the amount that was billed to the 3rd Party

This should be zero for billable items

Total Profit on the Job

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The Job Financial Screen allows users to view the following additional information:

• Billing Information (Invoices)

• Cheque Costs (Direct Cheques)

• Creditor Costs (Creditor Invoices)

• Journals

• Notes

Deleting a Job This is not a function that users can perform. The GMA recommendation is to alter the customer code to DELJOB (ensure this code is set up in the Customer Masterfile) Add/View Client Reference numbers This option allows the addition and update of client reference numbers to a Job. This is available from the Options menu in the Job Registration screen.

Any client reference numbers entered in this screen can be searched for in next option, Find Jobs by Client Reference Number.

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Find Jobs by Client Reference Number Use this option to search by Client Reference Number. The client reference must have been added against a job number in the Add/View Client Reference Numbers screen.

The Cust Code field is optional. If you have only the client reference number this option can be used as a quick way to search during a client enquiry.

Events This option provides the history of job in date descending order. The list of events is available from the Options menu and from the toolbar button.

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Multiple Job Event Creation This screen is available from the Sundry Module and allows the user to update a Single Event Type and associated Reference No. against multiple Job Numbers in one action. Please see below screenshot for your reference.


Job Event Details Group

Event Type Select the zoom to access the list of Event Types. The Event selected, will then be applied against the Job Number listed in the Job Number Details Group once Posted.

Mandatory Blank

Reference No. Enter a Reference Number that is associated with the Event selected. This will then be applied against the Job Number listed in the Job Number Details Group once Posted. Accept max. 20 characters.

Optional Blank

Doc No. Internal Reference Number. Generated when the record is Saved. Read-Only field.

System Generated

Unique Document Number

Created Date Date the record was created. Auto-populates in ADD Mode. Read-Only field.

System Generated

Current Date

Created Time Time the record was created. Auto-populates in ADD Mode. Read-Only field.

System Generated

Current Time

Created By UserID who created the record. Read-Only field.

System Generated

N/A

Posted? Indicates if the record has been Posted. Yes and No values. Read-Only field. NOTE: You cannot UPDATE or DELETE a Posted Entry.

System Generated

N/A

Posted Date The Date the record was Posted. Read-Only field.

System Generated

N/A

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Posted Time The Time the record was Posted. Read-Only field.

System Generated

N/A

Posted By The UserID that Posted the record. Read-Only field.

System Generated

N/A

Job Number Details Group

Job Number Manually enter the Job Number that you want to apply the Event Type too. NOTE: You can amend the Job Numbers added via the Insert, Append and Delete buttons shown at the foot of the screen. NOTE: Once the record has been saved, you can double click on the row and it will direct the user to the Job No selected.

Mandatory Blank

Client Code Auto-populated when the Job Number is entered. Read-Only field.

Mandatory Retrieved from associated Job

Client Name Auto-populated when the Job Number is entered. Read-Only field.

Mandatory Retrieved from associated Job

Action Buttons

Post Job Event

When this button is selected, it will then apply the Event to the Job Numbers listed in the Job Number Details Group. It will change the indicator in the ‘Posted?’ Field from No to Yes. The record will still exist in this screen as a view only. The user can view the Entry added via the View/Add Events window in the Import Job screen. NOTE: You cannot UPDATE or DELETE a Posted Entry.

OK Button When the OK button is selected, you have the option to Post the entry each time the record is Saved. The following message will be shown: “Do you wish to post this job event now?” If YES, then the record will be Posted and the ‘Posted?’ field will show YES, along with the Posted Date, Posted Time and Posted By fields being populated. If NO, then the record will be Saved but NOT Posted and the ‘Posted?’ field will show NO.

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Missing Documents Notifications The Missing Documents Notification draws information from the Documents tab The Missing Documents Notification prints any Document that is required and is not received. See below for a printed copy of the Missing Documents Notification:

Container Management System (CMS) – Delivery and Returns The below process diagram highlights the intended FCL Container Delivery and Returns

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Double Clicking on a Container record on the Job Registration Screen will open up the Container Record in the CMS Screen

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Forwarding Expedient utilises “One Job”, using the same job number reference for both the Customs and Forwarding Service. The Job Registration Screen is used for both Customs and Forwarding Functions.

Creating a Consol From the Main Menu select Sea/Air Import Forwarding.

By clicking the button or typing A will place the cursor in the input screen in Add Mode.

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Consol No This is the internal unique reference given to a consolidation

N/A N/A

Department This is the Department that is assigned to the Consol. This is a 3 letter code e.g. VIS [Branch] [Import/Export] [Mode of Transport] The branch is based off one of 2 rules: The Branch in which is associated with the user adding the consol. OR The Responsible Office branch assigned to the customer code within the Customer Masterfile. The department code will initially default to the user’s branch, but after the customer code is entered if there is a valid Branch in the Responsible Branch field then the screen will change the department based on that value.

Please Note: Option 2 must be activated by a GMA staff Member.

Mandatory User’s Branch or Customer Code Responsible Office

Bill Type This is the Bill of Lading Type. See below for options:

Mandatory Copy if the Consol was generated by EDI, otherwise Blank

Job Class This is the Class of Shipment. See below for options. Information in this field will default to the same value when adding a job from the consol screen

Mandatory Blank

Master Bill This is the master bill number Mandatory Blank

O/S Agent This is the O/S Agent that is exporting the consolidation. Please note: if the pop up notes configuration has been set up in the Customer Masterfile and there is information in the notes screen, then the notes will pop up automatically

Mandatory Blank

Agent Ref This is the O/S Agent’s Reference Optional Blank

Shipping Co This is the Shipping Company Optional Blank

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Master Curr This is the Master Currency of the Bill Mandatory Blank

Rate This is the Bank Rate of the OS Currency. Mandatory Blank

Principal’s Agent ID

This is the Customs ID for the Shipping Line. This is sent to Customs for Cargo Reporting Purposes.

Mandatory Customer Masterfile for the Shipping Line

Frt P/C Identify if the Freight is Prepaid at Origin or Collect at Destination

Mandatory PREPAID

Co-Loader If the shipment is being co-loaded by another forwarder Optional Blank

Sub Master This is the Sub Master Bill Optional Blank

Vessel Code This is the Vessel Code of the Vessel Optional Blank

Origin Port This is the 5 letter ISO Origin Port Code Mandatory Blank

Disch Port This is the 5 letter ISO Discharge Port Code Mandatory Same as Destination Port if the Consol was imported from EDI, otherwise Blank

Destin Port This is the 5 letter ISO Destination Port Code Mandatory This defaults to match the Discharge Port

Terminal/Bond Code

SEA Consols: This is the Terminal the vessel will arrive at. AIR: This is the Bonded Warehouse that will store the air consol on arrival.

Optional Blank. Populated by 1-Stop Vessel updates

Voyage No This is the Vessel Voyage ID of the Vessel Optional Blank

Ocean Cut This is the Date that the Ocean Bill was cut Mandatory Blank

ETA Disch This is the estimated date of arrival at the Discharge Port. This is followed by the time.

Mandatory Same as ETA Dest if the Consol was imported from EDI, otherwise Blank

ETA Dest This is the estimated date of arrival at the Destination Port. This is followed by the time. This can be populated by FSU Airline messages.

Mandatory Blank

ATA Dest This is the actual date of arrival at the Destination Port. This is followed by the time. This can be populated by FSU Airline messages.

Optional Blank

Unpack Depot This is the Depot where the unpacking happens Optional Blank

EDI Rcv Date This is the Date that the EDI file was received. Please Note: This is only available if the Manifest EDI Module is turned on.

Optional Blank

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No. Pkgs This is the Number of Packages across the consolidation. This will appear red if this value doesn’t total the number of packages against the jobs.

Optional Blank

Weight This is the Total Weight of the consolidation. This will appear red if this value doesn’t total the number of packages against the jobs.

Mandatory Blank

Volume This is the Total Volume of the consolidation. This will appear red if this value doesn’t total the number of packages against the jobs.

Mandatory Blank

No. 20’ This is the total number of 20 foot containers Optional Blank

No. 40’ This is the total number of 40 foot containers Optional Blank

Arrival Notice/Delivery Order The options are located under the Notifications Toolbar. The Arrival Notice gives the user the option to print the charges.

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Please note: Charges that are printed come from the Charges Screen within the Job Registration and must be a Forwarding Charge. This charge type is set in the General Ledger Code. If a charge exists that is incorrect, see your manager who can change this.

Documents that can be generated & sent from the consol are:

• Pre Alert • ETA Change Notification • Arrival Notice • Transport Movement Advice • Transhipment Notification (Sea Only). • Customs Container X-ray Notification (Sea Only). • Original Bill Lodgement (Sea only).

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• Container Manifest (Sea Only).

Below is the screen that you will see when generating notifications from the consol.

Pre Alert Notification. When sending the Pre Alert from the consol level, through Notifications -> Pre Alert, a screen will pop up showing the jobs attached to the consol. The Pre Alert document will always go to the consignee in each attached job, and email addresses will default from any personnel set up in the customers masterfile to receive import notifications or all documents. You have the option to untick the ‘send’ columns & send the document to yourself. If both ‘send’ & ‘send to self’ is unticked the document will not send. Where no personnel are set up in the customers masterfile, the document will default to send to you. Events will be logged on the consol and job level. The job event will also list any email addresses that the document was sent to. ETA Change Notification. When sending the ETA Change Notification at consol level through Notifications -> ETA Change, a screen will pop up showing all jobs attached to that consol. The ETA Change document will always go to the consignee in each attached job, and email addresses will default from any personnel set up in the customers masterfile to receive import notifications or all documents. You have the option to untick the ‘send’ column & send the document to yourself. If both ‘send’ & ‘send to self’ is unticked, the document will not send. Where no personnel are set up in the customers masterfile, the document will default to send to you. Events will be logged on the consol and job level. The job event will also list any email addresses that the document was sent to. Arrival Notice Notification. When sending the Arrival Notice notification at consol level through Notifications-> Arrival Notice, the screen will pop up showing all jobs attached to that consol. The Arrival Notice document will always go to the broker personnel set up to receive import notifications or all documents, unless the broker is your own company, then the document will default to be sent to the consignee personnel set up to receive import notifications or all documents. You have the option to change the broker code to the consignee code in this screen if you wish to send the arrival notice to the consignee instead of the broker, or untick the ‘send’ columns & tick the ‘send to self’ column, to only send the document to yourself. If both ‘send’

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& ‘send to self’ is unticked, the document will not send. Where no personnel are set up in the customers masterfile, the document will default to send to you. You have the option in this screen to change the ‘Print Charges’ to Yes if you want the Arrival Notice to show any listed Freight Forwarding charges from the charges screen in the job. Events will be logged on the consol and job level. The job event will also list any email addresses that the document was sent to.

Transport Movement Advice The Transport Movement Advice document can be sent from the consol level and include multiple jobs from that consol. When you select Notifications -> Transport Movement Advice, you are able to enter the Depot & Transport details & also select the jobs from the consol that will move together between depots. By unselecting jobs in the print column will remove the jobs that are listed in the Transport Movement Advice document when the document is generated. Events are logged at the consol level when this document is produced. The consol event will also list any email addresses the document was sent to.

Transhipment Notification (Sea Only). When sending the Transhipment Notification at consol level through Notifications-> Transhipment Notification, the screen will pop up showing all jobs attached to that consol. The Transhipment Notification document will always go to the broker personnel set up to receive import notifications or all documents, unless the broker is your own company, then the document will default to be sent to the consignee personnel set up to receive import notifications or all documents. You have the option to change the broker code to the consignee code in this screen if you wish to send the transhipment notification to the consignee instead of the broker, or untick the ‘send’ columns & tick the ‘send to self’ column, to only send the document to yourself. If both ‘send’ & ‘send to self’ are unticked the document will not send. Where no personnel are set up in the customers masterfile, the document will default to send to you. Events will be logged on the consol and job level. The Job event will also list any email addresses that the document was sent to. Customs Container X-ray (Sea Only). When sending the Customs Container X-Ray document from the consol level, through Notifications -> Customs Container X-Ray, you will be prompted to select the containers that are X-ray held, followed by

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another screen which will pop up showing the jobs attached to the selected containers. The Customs Container X-Ray document will always go to the consignee in each attached job, and email addresses will default from any personnel set up in the customers masterfile to receive import notifications or all documents. You have the option to untick the ‘send’ columns & send the document to yourself. If both ‘send’ & ‘send to self’ are unticked the document will not send. Where no personnel are set up in the customers masterfile, the document will default to send to you. Events will be logged on the consol and job level. The job event will also list any email addresses that the document was sent to. Original Bill Lodgement (Sea only). The Original Bill Lodgement Document can accompany your Original Bill of lading when you are lodging this with the Transport Provider. The document is available from the consol toolbar, through Print -> Print Original Bill Lodgement.

Container Manifest (Sea Only). The Container Manifest document can be used if you have multiple containers on a consol but you wish to print a manifest for only one container. When generating the container manifest document from the consol level, through Print -> Print Container Manifest, you will be prompted to select the container(s) that you want to include in the manifest. Use ‘Toggle All’ to unselect all containers & then select the container(s) that you wish to print the manifest for. Events are logged at the consol level when this document is produced. The consol event will also list any email addresses that the document was sent to.

E B A C C A ( L E G A C Y F U N C T I O N ) This option is available for FAK and AIR Consols only. This will option will present the user with the Electronic BACC Application screen. The MPI Account Name will be the Users Branch. The Exporter will be the Overseas Agent in the Consol and the Importer will be the Users Branch details. Forwarding Reports M A S T E R F O R W A R D I N G R E P O R T This report allows users to choose up to 9 different reports. These reports are listed below:

• Jobs by O/S Agent - Detail

• Jobs List by Client – Detail

• Consol by O/S Agent

• No. HBLs Year by Year

• Volume – Consignee Order

• Volume – Country Order

• Volume – Shipping Line Order

• Volume – Shipping Line Summary

• Jobs Summary by O/S Agent – Import

• Jobs Summary by O/S Agent – Export

• Jobs Summary by Carrier – Import

• Jobs Summary by Carrier – Export N O . H B L S Y E A R B Y Y E A R This report shows the number of House Bills (Import & Export) that have been created over a specific period of time and then looks back over the years at that specific date range.

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For Example; if you enter in 01/02/2015 to 01/03/2015 – it will look at that date period in 2014, 2013, 2012, 2011, etc.

G E N E R I C C O N S O L C S V This report allows users to output consol level data into a spreadsheet. This report consists of over 40 fields. If your site has the Accounting Module then it also includes the amount of money billed and the total profit on each consol. The profit includes both Customs and Forwarding related accounts. G E N E R I C J O B C S V This report allows users to output job level data into a spreadsheet. This report consists of over 40 fields. If your site has the Accounting Module then it also includes the amount of money billed and the total profit on each job. The profit includes both Customs and Forwarding related accounts.

Document Management Expedient can store files in the Import and Export Consols and Jobs that are required from the client, supplier or other external parties to complete the work, and are generated by Expedient to be forwarded to external parties. The files can be viewed, added and updated in the Documents tab which is available in the Import and Export Consol and Job screens as the final tab Files are added to the Documents tab by

• generating a document or report from within Expedient and autosaving the document

• receiving the document from Customs (Customs Declaration, EFT Receipt), a Transport Company (POD) or from DAFF (Service Reports, Food Certificates)

• manually adding files Example Import Job screen – Documents tab

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Documents

Doc Code This is the document code assigned the file

stored for the Job. This is automatically assigned if the document has been generated by Expedient or received into Expedient from a background process

N/A System

Document Type This is the document description associated with the Doc Code

N/A Document ID Masterfile

File Name This is the filename and file extension N/A System

Filepath This column is hidden by default. It displays the file location. If Expedient cannot find a file with the filename shown in the Document tab ‘FILE MISSING’ is displayed. This means the document properties cannot be updated and the file cannot be downloaded or emailed from Expedient

N/A System

Public/Private This displays the file location. If the file is in the Public location the file can be accessed fro the Web Portal

N/A System

System Generated This indicates that the document was generated by Expedient. Documents generated by Expedient cannot be reassigned a different Document Type

N/A System

Archived This indicates the file has been archived but can still be accessed. Archived files are hidden by default. Use the toggle button e.g.

to see the archived files. This button also indicates how many files are archived. Archived documents

N/A System

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are not included in the count of documents in the Documents tab label e.g.

Use the button to archive and un-archive documents

Last Modified By This is the user who added or last updated the file

N/A N/A

Last Modified This is the date and time the file was added or last updated. File will appear in Last Modified order with the most recent date/time at the top

N/A N/A

Comments This are short comments linked to the file. This comments do not appear in any other screen or report in Expedient

N/A N/A

Required Documents

Doc Code This is the document code assigned the file stored for the Job. This is automatically assigned if the document has been generated by Expedient or received into Expedient from a background process

Optional Required Docs Configuration

Document Type This is the document description associated with the Doc Code

N/A Document ID Masterfile

Required This indicates the document is Required. This cannot be updated if the document has listed as required by the Administration > Company Details Menu > Required Docs Configuration screen

Mandatory Blank

Received This indicates the document has been received. This is updated automatically if

• a document matching the Doc Code is added in the Document tab

• the Required Doc Configuration screen says the OWENC field can set the Bill Type as received

• the Required Document is a Packing Declaration (PKD) and the ETA Destination date for the FCL or LCL Job is within the validity range for a matching Packing Declaration stored in the Customer Masterfile. If the ETA Destination is not known for the Job the Packing Declaration valid for ‘today’ will be used

Expedient will create event in the Job if specific documents are added in the Document tab Arrival Notice (Doc Type ARN) – Event ANRD

Mandatory No

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Delivery Order (Doc Type DOR) – Event DORR Charges Notice (Doc Type CHN) - Event CHNR

Comments These are short comments linked to required documents. These comments can appears in Missing Documents notifications and reports

Optional Blank

Date This is the date the Required Document information was last updated

N/A System

User This is the user who last updated the Required Document information

N/A System

Customs Checked This field will appear if the Broker on the Job is OWN Broker. Comments can be added, and the User and Date and Time the flag was last updated is shown after the field. Setting this flag to Yes will create an event, CCHK, in the Job.

Conditional: Mandatory for OWN Broker jobs

No

All Docs Received This indicates all required documents have been received and, where applicable, the Customs Checked flag is Yes. This flag will automatically be updated to Yes when the last required document is received and the Customs Checked flag is Yes (if applicable). An event, DOCA, is created in the Job.

Mandatory No

Manually adding documents to the Documents tab Files can be easily ‘dragged and dropped’ into the Document Tab and identified as a specific Document Use the mouse to drag in a file from your desktop or another location and drop it into the Documents tab. The file will be copied across and you will be prompted to identify the file. Select a code in the Document Type field. When the Document Properties screen is saved the file will be listed in the documents tab and identified.

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If the file is identified as a document in the Required Documents list, the Required Documents list will be automatically updated to show the document has been received

Files can also be added into the Documents tab using the button in the tab. Multiple files can be selected to drag and drop into the tab. These will automatically appear as Document Type Unassigned ‘UNA’ Expedient can be configured to remove this pop up when files are dragged and dropped in.

The Documents window available in other screens e.g. Workflow, Cargo Reporting, Customs Entry and Supplier Invoice screen has been updated to include the Document Type, Document Option buttons, and the ability to add and 'drag and drop' out files.

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Document Options When the file is listed in the Documents tab, the following options are available. Buttons appear under the Documents list. Please note to access these options only one document should be highlighted

– this will allow you to add a new file to the list. The button opens a File Explorer window. This button is always available. Only one file should be added at a time as Document Properties must be applied to the file

– this button allows you to Edit the Document Properties. You can make the following changes

• Update the Filename

• Change the Document Type. The document type cannot be updated if the document was generated by Expedient. If the change affects the Required Documents, the list of Required Documents will be updated immediately

• Change the location of the document – Private or Public (available on Web Portal). This is defaulted to the setting for the Document Type in the Document Identification Masterfile

• Archive the document. The document will not be deleted but hidden from normal view. The

document can be accessed by using the button e.g. . This button also displays a count of the archived documents for the Consol or Job.

• Short comments can be added to each document. These are only seen in the Documents tab

– this button will delete the document and all comments associated with it. If the document was included in the Required Documents list, the list will be immediately updated to show the document is required

– this button will show the document or download the document, depending on the file type

– this button will open the Print Menu screen and show the selected document as an attachment.

Emailing from the Documents tab

The button can be used to select a document, or multiple documents, in the Document tab to quickly create and send an email with the document, or documents attached. Use keyboard shortcuts to quickly select multiple documents e.g.

• Ctrl A – Select all

• Shift+Left Mouse Button – block of documents

• Ctrl + Left Mouse Button – select multiple files

Then select the email option . The Print Menu screen will appear and all the selected documents will be listed as attachments. If you have selected only one document, and Expedient finds contacts that are configured to receive that document type in the Personnel Masterfile, their email address will appear in the Print Menu screen.

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Copying files out of the Document tab Files can be selected from the Document tab and dragged out from the Job or Consol to copy to an

external location e.g. COLS website, your desktop etc. Use keyboard shortcuts with your mouse to select multiple files. Expedient will alert you if the file cannot be located before copying the files. If you see this error go to Options > Consol Files or Job Files to add back the missing file

Required Documents The list of required documents will be automatically created and refreshed where the Required Docs

Configuration in Administration > Company Details Menu has a list of documents and when the following actions occur. Refer to the Administration User Manuals for the flow of decisions Expedient follows to create the list of required documents in each Job and Consol

I M P O R T J O B S

• Job creation including manually adding Jobs, automatic Job Load, EDI Manifest creation of live Jobs, Order Tracking Job creation, copy Job

• Job update where the following information is changed o Broker o Mode o Job Class o Prepaid/Collect o INCOTERM o Origin Country o Forwarder Code o Transport Provider Code

• Update to the Consol the Job is linked to

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I M P O R T C O N S O L S

• Consol creation including manually adding Consols, automatic Consol Load, EDI Manifest creation of live Consols, copy Consol

• Consol update where the following information is changed o Mode o Job Class o Prepaid/Collect o Origin Country

If a Required Document is listed with the original consol or job details, and is still Required following a change to the details listed above, but the document has already been flagged Received the Document will remain flagged Required and Received. E.g. An import Job was initially Customs and Forwarding and three Document Types were listed as required, Supplier Invoice, Packing List and Health Certificate. The Packing List was ticked as Received. The Job was updated with a Transport Provider Code so the Job is now a Customs and Forwarding and Transport Job. The Supplier Invoice, Packing List and Health Certificate are still Required plus two new required documents. The Packing List is still ticked Received. If a Required Document has been manually updated by a User, e.g. manually ticked as Required, this document will remain in the Required Docs list in the Job. E.g. An import Job was initially Customs and Forwarding and three Document Types were listed as required. The User adds a DG Certificate as a required document. The Job is later updated with a Transport Provider Code so the Job is now a Customs and Forwarding and Transport Job which requires five documents. The list of required docs is automatically to show the required documents for this service type and the DG Certificate is still listed as required. Six documents in total are listed in the required documents table

Document Packs This menu allows you to quickly create an email to the correct recipients which lists attachments drawn from the Document tab in the Job.

The pull down menu will list all Document Packs that are available for the Job.

The Administration -> Company Details Menu -> Document Management -> Document Pack Masterfile screen determines which packs are relevant to the Job.

On selecting a pack Expedient will open the Print Menu screen. For example, selecting the Import Invoice Pack can populate the Print Menu as highlighted below

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Where the Document Pack Masterfile shows the following documents listed in the Pack Contents for the Import Invoice Pack

If Expedient cannot find all the Documents in the Documents tab for the Job that are required in the Pack, a warning is shown.

If Final Invoices (FIV) or Disbursement Invoices (DIV) are included in the Document Pack only the invoices where the Bill To is the same as the Pack Recipient are added to the Pack. E.g. where the Pack is to the

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Client, only invoices to the Client are included in the Pack, all other invoices in the Documents tab are ignored. Archived documents are never included in the Packs.

Supplier’s Invoice Supplier’s invoice


Invoice Headers Tab Invoice No. This is the Supplier Invoice Number linked to the job

On entering the Supplier Invoice Number Expedient will check that the Invoice Number has not already been registered for another job for the Client and Supplier combination. If the invoice number used for the other job for the client and Supplier combination, the system error like below pops up.

To load the invoice data automatically, you have 2 options:

1. Click on the button below:

or This will allow users to load a CSV file that users have saved, directly into this screen.

2. Use the zoom to find and select invoices loaded into Expedient via Sundry -> Down Load Data Files -> Load Import Invoice File.

Mandatory Blank

Job Number This is the Expedient Job Number to which the supplier invoice is tied. This will populate when an invoice number is entered.

N/A Job Registration

Extn. Code This is the Extn. Code used for the job. The data will populate automatically to this screen, if entered in the job. The field is hidden by default.

Optional Job Registration

Extn. Code 2 This is the Extn. Code 2 used for the job. The data will populate automatically to this screen, if entered in the job. The field is hidden by default.


Customer Reference

This is the Cust. Ref used for the job. The data will populate automatically to this screen, if entered in the job. The field is hidden by default.


Declaration Job No.

This is the job No. on which the import declaration for this supplier invoice is created. The field is hidden by default.


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Declaration Sub No.

This is Declaration Submission No. It indicates how many entries have been created for the job. The field is hidden by default.


Customer This is the Customer Code for the customer acting as an importer you wish to create the Supplier Invoice for.

Mandatory Job Registration

Customer Name

This is the Customer name who acts as an importer you wish to create the Supplier Invoice for. The field is hidden by default.

Mandatory Customer Masterfile

Supplier This is the Supplier Code for the supplier who supplies the goods to the importer.


Supplier Name This is the Supplier Name who supplies the goods to the importer. The field is hidden by default.


Supplier’s TSW Party ID

This is the field to display the supplier code registered in TSW. The field is hidden by default.


Downloaded Invoice?

This indicates if the supplier invoice was downloaded or not. The field is hidden by default.


Shipping Marks & Numbers (Line Default)

This is the field to display the description of the marks and numbers on a transport unit or package. The default value can be set up in Customer Masterfile.


Country of Export (Line Default)

This is the field to display the country from where the goods were exported. The default value can be set up in Suppliers Masterfile.


Country of Origin ( Line Default)

This is the field to display the country in which the goods have been produced or manufactured goods in terms of the Preferential Rules of Origin. The default value can be set up in Suppliers Masterfile.


Preference (Line Default)

This is the field to display the preference claimed for the goods. The default value can be set up in Suppliers Masterfile.


Region of Origin (Line Default)

This is the field to display the region within the country of origin where the product was born, reared, slaughtered, manufactured, processed, grown, harvested, and exported. The default value can be set up in Suppliers Masterfile.


Itinerary (Line Default)

This is the field to display the countries of routing where goods have passed through on their journey to New Zealand.

Optional Blank

Relationship (Line Default)

This is the field to display the relationship between Supplier and Importer. The default value can be set up in Suppliers Masterfile. Three options are available in TSW.

• 135 = Parties are not related

• 136 = Parties related, affects price paid or payable

• 137 = Parties related, does not affect price


Invoice Date This is the field to display the date when the invoice is issued. The field is hidden by default.

Optional Blank

Invoice Reference

This is the field to display the Invoice reference number. The field is hidden by default.

Optional Blank

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Incoterm This is the field to display the payment terms for the invoice. The following terms are acceptable by TSW:

• CFR COST AND FREIGHT

• CIF COST, INSURANCE AND FREIGHT

• CIP CARRIAGE AND INSURANCE PAID TO

• CPT CARRIAGE PAID TO

• DAP DELIVERED AT PLACE

• DAT DELIVERED AT TERMINAL

• DPU DELIVERED AT PLACE UNLOADED

• DDP DELIVERED DUTY PAID

• EXW EX WORKS

• FAS FREE ALONGSIDE SHIP

• FCA FREE CARRIER

• FOB FREE ON BOARD


Currency This is the field to display the Currency code used in the supplier invoice. Different Currencies are allowed for different invoice number. The following Currency are acceptable by TSW:

• AUD Australian Dollar

• CAD Canada - Dollar

• CLP Chile - Peso

• CNY China - Renminbi or Yuan

• DKK Denmark - Krone

• EGP Egypt - Egyptian Pound

• EUR Euro

• FJD Fiji - Fijian Dollar

• XPF French Polynesia - Franc

• HKD Hong Kong Dollar

• INR India - Rupee

• ILS Israel - Shekel

• JPY Japan - Yen

• KRW Korea - Won

• MXN Mexico - Peso

• NOK Norway - Krone

• NZD New Zealand - Dollar

• PKR Pakistan - Rupee

• PGK Papua New Guinea - Kina

• PHP Philippines - Peso

• WST Western Samoa - Tala

• SGD Singapore - Singapore Dollar

• ZAR South Africa - Rand

• LKR Sri Lanka - Rupee

• SEK Sweden - Krona

• CHF Switzerland - Franc

• TWD Taiwan - Taiwanese Dollar

• THB Thailand - Baht

• TOP Tonga - Pa'anga

• GBP Pound

• USD United States Dollar


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Exchange Rate This is the field to display the exchange rate against the invoice currency. The exchange rate used in this screen is NZCS exchange rate list published fortnightly.

N/A Customs Reference File

Valuation Date This is the field to display today’s day as valuation date until the import declaration is firstly lodged. The field is hidden by default.


Package Quantity

This is the field to display the total package quantity for the invoice.

Optional Blank

Invoice Value This is the field to display the total invoice amount. Mandatory Blank

Invoice Value ($NZ)

This is the field to display the total invoice amount in New Zealand Dollar based on the exchange rate on the valuation date.


Invoice Value Difference

This is the field to display the difference between the total invoice value and sum of total invoice line value plus the amount which has been included in the invoice total, but not included in the line value against the same invoice number.


Invoice Header>Charges Tab

Source The field is uneditable field. It indictors where the charges is populated from.

• Manual – The user manually enter the charge in the invoice header screen.

• Supplier – The data is populated from Suppliers Masterfile.


Charge Type The field has a dropdown box to list all the charges codes below:

• AST - Assists

• CMB - Commission (Buying)

• CMO - Commission (Other)

• DSC - Discounts

• FIF - Foreign Inland Freight

• HAN - Handling

• LCH - Landing Charges

• ADD - Other Additions

• DED - Other Deductions

• OFT - Overseas Freight

• ONS - Overseas Insurance

• PRO - Proceeds

• ROY - Royalties / Licensing Fees

Mandatory Blank

Amount (%) The field is to display the charges by percentage. Users are able to enter the charge by % or monetary amount, but not both for a charge row.

Optional Blank

Amount The field is to display the charges in monetary amount. Users are able to enter the charge by % or monetary amount, but not both for a charge row.

Optional Blank

Currency The field is to display the currency for the monetary amount declared for a charge row.

Optional Blank

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Apportion Type Apportion Type indicates how the user would like to apportion the header charge to line level. There are 3 apportion types available:

• Weight

• Value

• Volume

Mandatory Depends on the charges type selected

Included in Invoice Total?

This indicates if the charge has been included in the invoice total or not.

Mandatory Depends on the Charge type and INCOTERM

Included in Line Value?

This indicates if the charge has been included in the invoice Line value or not.


Impact Duty? The field indicates if the charge impacts the duty payable to customs.

N/A Depends on the charges type selected

Impacts GST? The field indicates if the charge will impacts the GST Payable to customs.


Lines Tab Invoice No. This is the invoice number the line belongs to. If you are

adding a line to an existing invoice where there multiple invoices on the job, select the correct invoice number from the pull down list

Mandatory Invoice Header

Invoice Line No.

This indicates the line number within the invoice. N/A System Generated

Supplier This is the supplier code for the invoice. The field is hidden by default


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Supplier Part Number

This is the Part Number that appears on the Invoice. This will be automatically populated if the Load File button was successful. You can also click on the zoom button to list all Parts on file (see Menu Customs Clearance > Parts Masterfile) for that Client and Supplier combination. See below zoom screen:

Select one of the parts that you want to add to the Supplier Invoice Line. Please Note: The Re Query Button allows you to perform a wider search for any parts for that Customer, excluding the Supplier. Clicking OK will search for all parts for that Customer regardless of Supplier. Your site may be configured to prompt you to add a Part Description to unclassified parts

Add the Part Description to continue entering the Supplier Invoice line

Mandatory Blank

Supplier Part Description

This is the Part Description appears on the invoice line. The field is read-only field and can not be updated. Users should update the Part Description via Part Masterfile.

N/A Part Masterfile

Package Quantity

This is the field to display the total package quantity for the invoice line.

Mandatory N/A

Package Type This is the field to display the package type for the invoice line. If the package type is not specified in the part Masterfile, PK will be the default package type in this screen. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Part Masterfile

Shipping Marks & Numbers

This is the field to display the description of the marks and numbers on a transport unit or package. The default value can be set up in Part Masterfile. If the value is not specified in the part Masterfile, the value will be default from invoice header>Shipping Marks & Numbers


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Gr Weight Factor

The Gr. Weight Factor is stored in the Part Masterfile. The field is hidden by default. The Gr. Weight Factor is used to calculate the Gross Weight automatically in this screen.

Gr. Weight Factor = Gr. Weight / Package Quantity

Optional Part Masterfile

Gr. Weight (KGM)

This is the Gross Weight reported to Customs. The unit is always KGM. The field can be automatically populated if Gr Weight Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

Net Weight Factor

The Net Weight Factor is stored in the Part Masterfile. The field is hidden by default. The Net Weight Factor is used to calculate the Net Weight automatically in this screen.

Net Weight Factor = Net Weight / Package Quantity


Net Weight (KGM)

This is the Net Weight reported to Customs. The unit is always KGM. The field can be automatically populated if Net Weight Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

volume Factor The Volume Factor is stored in the Part Masterfile. The field is hidden by default. The Volume Factor is used to calculate the Volume automatically in this screen.

Volume Factor = Volume / Package Quantity


Volume (MTQ) This is the Volume reported to Customs. The unit is always MTQ. The field can be automatically populated if Volume Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

Statistical Quantity Factor

The Statistical Quantity Factor is stored in the Part Masterfile. The field is hidden by default. The Statistical Quantity Factor is used to calculate the Statistical Quantity automatically in this screen.

Statistical Quantity Factor = Statistical Quantity / Package Quantity


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Statistical Quantity

This is the statistical Quantity reported to Customs. The unit is determined by the tariff number for the part. The field can be automatically populated if statistical Quantity Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

If the Package Type in Supplier invoice Line is PK and the Statistical Unit is NMB, Statistical Quantity will default to the Package Quantity.

Mandatory Blank

Statistical Unit This field display the unit for Statistical Unit specified by working tariff.

Mandatory Customs Reference File

Supplementary Quantity Factor

The Supplementary Quantity Factor is stored in the Part Masterfile. The field is hidden by default. The Supplementary Quantity Factor is used to calculate the Supplementary Quantity automatically in this screen. Supplementary Quantity Factor = Supplementary Quantity /

Package Quantity


Supplementary Quantity

This is the Supplementary Quantity reported to Customs. The unit is determined by the tariff number for the part. The field can be automatically populated if Supplementary Quantity Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

Supplementary Unit

This field display the unit for Supplementary Quantity specified by working tariff.


Unit Price This is the unit price for the item. This column is hidden by default. If a Quantity and Unit Value are entered the Amount will be automatically calculated.

Optional Blank

Line Value This field is to display the total amount for the invoice line. Mandatory Blank

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TLF This is the TLF for the Part Number. This is a no entry field. This information is drawn from the Parts Masterfile. If the part does not have an associated TLF then this field will be blank. If the Part is unclassified you can still save the invoice screen. Once you have done this you can click on the

Classify Parts Button This will allow you to classify the part with the correct TLF Code. See Classifying Parts Section in this document for more information. An Unclassified Parts report is available from the Print menu in the Supplier Invoice screen. This is in CSV format. When the TLF is entered in the CSV file this can be uploaded into the Parts

Masterfile via Load Parts File Toolbar in the supplier invoice screen.


Tariff This is the field to display the classification of goods in accordance with the working tariff document of New Zealand. In Expedient, the tariff is stored in TLF Masterfile.

Mandatory TLF Masterfile

Concession This is the field to display the tariff concession in accordance with the Consolidated List of Approvals relating to Part II of the Tariff of New Zealand. The concession information is stored in the TLF Masterfile.

Optional TLF Masterfile

Country of Export

This is the field to display the country from where the goods were exported. The default value can be set up in Part Masterfile. If the value is not specified in the part Masterfile, the field will be populated from Invoice Header>Country of Export (Line Default), when the invoice line is created.


Country of Origin

This is the field to display the country in which the goods have been produced or manufactured goods in terms of the Preferential Rules of Origin. The default value can be set up in Part Masterfile. If the value is not specified in the part Masterfile, the field will be populated from Invoice Header>Country of Origin (Line Default), when the invoice line is created.


Region of Origin

This is the field to display the region within the country of origin where the product was born, reared, slaughtered, manufactured, processed, grown, harvested, and exported. The default value can be set up in Suppliers Masterfile. If the value is not specified in the part Masterfile, the field will be populated from Invoice Header>Region of Origin (Line Default), when the invoice line is created. The Region of Origin is mandatory required for the goods classified in Chapter 2-22 of working tariff.


Preference This is the field to display the preference claimed for the goods. The default value can be set up in Part Masterfile.


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Itinerary This is the field to display the countries of routing where goods have passed through on their journey to New Zealand.

Optional Blank

Classified Date This is the date the part on the line was classified. This column is hidden by default.

N/A Parts Masterfile

Duty Rate This is the Duty Rate advised by Customs associated with the Tariff, Country and Preference combination or concession.


Relationship This is the field to display the relationship between Supplier and Importer. The default value can be set up in Suppliers Masterfile. Three options are available in TSW.





Declaration Job No.

This is the job No. on which the import declaration for this supplier invoice is created. The field is hidden by default.


Declaration Sub No.

This is Declaration Submission No. It indicates how many entries have been created for the job. The field is hidden by default.


Declaration Line No.

This is the field to display the Declaration Line Number the Invoice line is linked to. This column is hidden by default


P.O. Line Number

This is the Purchase Order Number against the part number. This is used for printing of various documents, such as the Landed Costing. The field is hidden by default This field can be accessed by clicking “Allow Full Access”

toggle. If your site has Order Tracking and the Client has Part Level Order Tracking use the zoom button to find open orders for the client and the part number. The Re-Query button in the zoom screen will show all Parts on Orders linked to the Job. If an Order Number is entered that is not linked to the Job Expedient will warn you but allow you to continue.

Optional Blank

Custom Text 1 This is a free text fields for the invoice line. These columns are hidden by default.

Optional Blank

Custom Text 2 This is the second free text fields for the invoice line. These columns are hidden by default.

Optional Blank

Custom Number

This is a free number field for the invoice line. This column is hidden by default.

Optional Blank

Code Information

This is the code used against the part on the invoice line. All codes will be displayed as a string on this field. The field is read-only field and can not be updated. Users should update codes via Codes tab on the invoice line.

N/A Part Masterfile

Lines Tab>Codes Tab

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• Manual – The user manually enter the charge in the invoice lines screen.

• Part – The data is populated from Parts Masterfile.

• TLF – The data is populated from TLF Masterfile.


Code Type This is the field to display the category of the codes used in Supplier Invoice. There are the following categories:

• Commodity

• Other Information

• Party

• Permit Authority

• Prohibited Goods

• Valuation

Optional Blank

Code This is the field to display the codes available for each code type. There is a zoom button for the field to display the code information as below:

Optional Blank

Description The field indicators the full description of the code. Optional System Generated

Data Required The field displays the data which may be required for the code. If No data is required for the code, the field is disabled.

Optional Blank

Lines Tab>Charges Tab


• Manual – The user manually enter the charge in the invoice Lines screen.



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Charge Type The field has a dropdown box to list all the charges codes below:

• AST - Assists



• DSC - Discounts


• HAN - Handling






• PRO - Proceeds


Mandatory Blank


Optional Blank


Optional Blank


Optional Blank











Shortcut keys The following shortcut keys are available in Supplier’s Invoice Screen.

Function Shortcut Key

Add A

Update U

Delete D

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Exit E

Find F

Previous P

Next N

Classify Parts - View C

Job Documents - View W

Job Notes - View I

Job Events - View V

Validate Invoices T

User Manual F1

Access a Supplier invoice After you have created a job, a user can create a Supplier’s Invoice. Supplier’s Invoice screen can be accessed via the following toolbar:

1. Import Job Registration > Supplier’s Invoice

• Click Supplier’s invoice toolbar

• Go to Import Job Registration>Customs>Supplier’s Invoice

• Click Shortcut key “S” in the job registration screen.

2. Main Menu > Customs Clearance > Supplier’s Invoice.

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3. Import Declaration>Supplier’s Invoice

• Click Supplier’s Invoice toolbar

• Import Declaration> Supplier’s Invoice toolbar

• Click Shortcut “C” in the import declaration screen. Toolbar Button A D D The function allows users to create a new supplier’s invoice screen for a job, by clicking “Add” toolbar button in the supplier invoice screen or typing Shortcut Key “A”. See below:

U P D A T E

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The function allows users to update the supplier’s invoice screen for a job, by clicking “Update” toolbar button in the supplier invoice screen or typing Shortcut Key “U”. See below:

D E L E T E The function allows users to delete all supplier invoices in the supplier’s invoice screen, by clicking “Delete” toolbar button in the supplier invoice screen or typing Shortcut Key “D”. See below:

Please Note: If a user is going to delete only one supplier’s invoice, he should go to Supplier’s invoice (Update Mode)>Select the invoice to be deleted in Invoice Header tab and click “Delete” on the bottom of Supplier invoice Screen.

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F I N D When the Find toolbar is clicked, the Supplier’s Invoice screen displays like below. Users are able to enter the keyword in the search field and click “OK” on the bottom of the screen to find the result.

P R E V I O U S The toolbar allows users to view the previous search result.

N E X T The toolbar allows users to view the next search result.

J O B N O T E S The toolbar displays the below Notes pop-up.

L O A D P A R T S F I L E The toolbar allows uses to upload the part file and registered in the Part Masterfile.

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The format of upload file should be CSV file. Select the pre-existing template for the load file or create a new template. The templates must include all the mandatory columns, which are indicated with a “ * “ in the name. The columns can be in any order. The file does not require column headings in the first row.

The Import Log will display a summary of the details loaded. Use to see more in depth information.


Data File Location

User the Browse button to locate the file in your system Mandatory Blank

Column This indicates where the column is found in the file. Select from the pull down list.

Mandatory Blank

Field This is the information contained in the column. Select a column from the pull down list. ‘*’ indicates that the column must be included in the file template.

Mandatory Blank

Templates This is the list of available templates. If you want to set up a new template enter the name of the new template in the field

below and . Use to remove unwanted templates.

Mandatory Default

C L A S S I F Y P A R T S

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If you have added parts to the Supplier Invoice that have not been classified before then you can click the

toolbar button in view mode in Supplier Invoice screen. Click on to complete the classification. This screen will show unclassified parts on all invoices attached to the Job. The order in which the Parts appear within the Classification screen is same order as the Supplier's Invoices were added. I.e. The first Part that appears on the classification screen will be on the first invoice that was entered on that job (if applicable)

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Customer This is the Customer Code and Name that is pulled from the Supplier Invoice Screen

Mandatory Supplier Invoice

Supplier This is the Supplier Code and Name that is pulled from the Supplier Invoice Screen. This field can default to ‘Default Supplier’ if the Client Option ‘DEFPARTS’ for the Client in the Customer Masterfile is ticked. Otherwise, users are able to manually adjust the supplier by clicking the dropdown box in Classify Parts screen like below.


Supplier Part No.

This is the Supplier Part Number, that is pulled from the Supplier Invoice Screen


Part Description

This is the Description of the Part.

• If you entered the Part Description in the pop up screen in the Invoice, the Part Description will appear in this field.

• If the Part was received from a file the Part Description from the file will be displayed.

• Use the zoom to search for Part Descriptions that have already been used for this Supplier for the Client.

o Double click on a row in this screen to re-use the Part Description.

o Use the button to list all Part Descriptions previously used for the Client regardless of Supplier.

If the Part has been added to the Supplier Invoice line via a Shipment Order line the Part Description will be populated from the Order Line.

Mandatory Blank

Customer Part No.

This is the Customer reference for the Part. This prints on Landed Costings. On tabbing through the field the Client Part will default to the Supplier Part No.

Mandatory Supplier Part No

Country of Export

This is the field to display the country from where the goods were exported. If it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional Blank

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Country of Origin

This is the field to display the country in which the goods have been produced or manufactured goods in terms of the Preferential Rules of Origin. If it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional Blank

Shipping Marks

This is the field to display the description of the marks and numbers on a transport unit or package. The default value can be set up in Customer Masterfile. If it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional Blank

Preference This is the field to display the preference claimed for the goods.

Optional Blank

Region of Origin

This is the field to display the region within the country of origin where the product was born, reared, slaughtered, manufactured, processed, grown, harvested, and exported. If it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional Blank

Package Type This is the field to display the type of package for the Part. it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional PK

TLF Code This is the Tariff List Code. You can click on the zoom which will look up the TLF Masterfile (Menu - Customs Clearance>TLF Maintenance). This screen allows you to search on any number of fields. See below:

Select the TLF, or Click on the Re Query button to search for another TLF.

All TLFs button allows user to select any TLF Registered in TLF Masterfile.

Mandatory Blank

Tariff Code This is the Tariff number for the TLF code. Mandatory TLF Masterfile

Concession Code

This is the field to display the tariff concession in accordance with the Consolidated List of Approvals relating to Part II of the Tariff of New Zealand. The concession information is stored in the TLF Masterfile.


Statistical Unit

This field display the unit for Statistical Unit specified by working tariff.


Supplementary Unit

This field display the unit for Supplementary Unit specified by working tariff.


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TLF Code Description

This column will display the description for the TLF code selected.


Valid TLF The field display if the tariff code is valid or not. N/A TLF Masterfile

Classify User The field indicates the user who classified the part. N/A System Generated

Classify Date The field indicates when the part was classified. N/A System Generated

Approval User The field indicates the user who approved the classification. N/A System Generated

Approval Date

The field indicates when the classification was approved. N/A System Generated

Last Used The field indicates when the part was lasts used. N/A System Generated

Last Job The field indicates the last job number the Part was used on. N/A System Generated

Packages & Measurements Tab Package Type The Package Type in Packages & Measurements indicates that

the type of package based on which the factors are calculation. In order to ensure the factor stored will be used to calculate Weight/Volume etc. the user should ensure that the package Type in Packages & Measurements tab is the same as the Package Type in Default Part Information section.

Optional Blank

Gross Weight (KGM) per Unit

This is the field to display the factor for Gross Weight. The factor is used to calculate Gross Weight automatically in the invoice line.

Gross Weight (KGM) = Factor * Invoice Line Quantity

Optional Blank

Net Weight (KGM) per Unit

This is the field to display the factor for Net Weight. The factor is used to calculate Net Weight automatically in the invoice line.

Net Weight (KGM) = Factor * Invoice Line Quantity

Optional Blank

Volume (MTQ) per Unit

This is the field to display the factor for Volume. The factor is used to calculate Volume automatically in the invoice line.

Volume (MTQ) = Factor * Invoice Line Quantity

Optional Blank

Statistical Quantity per Unit

This is the field to display the factor for Statistical Quantity. The factor is used to calculate Statistical Quantity automatically in the invoice line.

Statistical Quantity = Factor * Invoice Line Quantity

Optional Blank

Supplementary Quantity per Unit

This is the field to display the factor for Supplementary Quantity. The factor is used to calculate Supplementary Quantity automatically in the invoice line.

Supplementary Quantity = Factor * Invoice Line Quantity

Optional Blank

Codes Tab Code Type This is the field to display the category of the codes used in

Part Masterfile. There are the following categories:

• Commodity

Optional Blank

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• Party



• Valuation


Optional Blank


Data Required

The field displays the data which may be required for the code. If No data is required for the code, the field is disabled.

Optional Blank

Legacy/TSW The field indicates if the code is used in the Legacy, TSW or both.


Import/Export

The field indicates if the code is used for Import, Export or both.


Charges Tab Charge Type The field has a dropdown box to list all the charges codes

below:

• AST - Assists



• DSC - Discounts


• HAN - Handling






• PRO - Proceeds


Optional Blank

Amount (%) The field is to display the charges by percentage. Users are Optional Blank

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able to enter the charge by % or monetary amount, but not both for a charge row.

Amount ($) The field is to display the charges in monetary amount. Users are able to enter the charge by % or monetary amount, but not both for a charge row.

Optional Blank


Optional Blank



Mandatory Yes



Mandatory Yes

Duty Rates Tab Preference Scheme

This is the field to display the preference scheme available for the tariff item.


Duty Rate (%) This is the field to display the percentage duty rate which is applied to the tariff item.


Duty Rate ($NZ per Unit)

This is the field to display the quantity duty rate which is applied to the tariff item.


Levy Rates Tab Type This is the field to display the Levy type which is applicable to

the tariff item. N/A Customs

Reference File

Description This is the field to display the Full description of Levy type which is applicable to the tariff item.


Rate (per Unit)

This is the field to display the levy rate per unit. N/A Customs Reference File

Unit This is the field to display the Unit based on which the levy will be charged.


Once you have entered the relevant information click OK to classify the part. Use to view any other unclassified parts. If there is no unclassified Parts in the supplier’s invoice screen, the Classify Parts toolbar is disabled.

Expedient provides a quick method of quickly classified unclassified parts. Use the Unclassified Parts option in the Reports menu in the Supplier Invoice screen.

Bulk Classification using the Unclassified Parts report

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1) You have to Supplier Invoice>print>Unclassified Parts Report from Supplier invoice>Print>Unclassified Parts

2) In the “Unclassified Parts” Report, input the TLF and other information as required.

Note: Do not add or delete any column in the “Unclassified Parts” Report.

3) Click “Load Parts File” in view mode in supplier invoice screen and select “Unclassified Parts” template.

4. Click Browse button in the Data File Location in Part File Load Screen to upload the updated “Unclassified Parts” report.

5. Click “Start Import” in Part File Load screen to Load the file.

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V A L I D A T E I N V O I C E S Validate toolbar will provide error/warning message to users before submission.

Warning Message – The message will display in yellow background colour. The user is able to create an import declaration.

Error Message – The message will display in red background colour. The user is NOT able to create an import declaration without fixing up the errors.

The toolbar is available when the supplier invoice is either in update or view mode. If the supplier invoice is in update mode, the error message i.e “Tariff is required” in view mode will become warning message which will allow users to save the supplier invoice before fixing the data.

I M P O R T D E C L A R A T I O N ( T O O L B A R ) The toolbar takes users to the import declaration screen.

J O B D O C U M E N T S The toolbar takes users to the Job Documents screen. Users are able to access the documents saved via Job>Documents tab. There is document count indicator in the toolbar to indicate how much documents are available in the screen. You are able to add, update, delete, download or email documents via the button below in the Job document screen.

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L O A D I N V O I C E F I L E ( A V A I L A B L E I N U P D A T E M O D E )

The toolbar is available when you click “Update” in the supplier invoice screen (Update Mode).

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File Location


File contains column headings

This indicates if the upload file has column heading. If checkbox is ticked, when the file is process the heading line (Line 1) in CSV file will be ignored.

Optional Blank

Column This indicates where the column is found in the file. Select from the pull down list.

Mandatory Blank


Mandatory Blank



Mandatory Default

You are able to load a CSV file from your desktop directly into the Supplier Invoice screen by clicking

“Browse” button, select the file you want to upload and double click the file. After

file is selected, you can click “Start Import” to import the file to supplier invoice screen. You can use the default template in the screen or create a new template as you wish. The templates must include all the mandatory columns, which are indicated with a ‘*’ in the name. If there is an error on the file, you are able to click “View Details” to see the error message for each line.

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If the invoice is loaded successfully, the invoice will populated to invoice header & Invoice lines directly.

L O A D I N V O I C E S B Y S H I P M E N T ( A V A I L A B L E I N U P D A T E M O D E )

The toolbar is available in supplier invoice screen, when “update” is clicked. This option provides the ability to attach a batch of Supplier Invoices to a job. This option links one or more batches of Supplier Invoices to a Job. The batches of Supplier Invoices are identified by Shipment Number.

On clicking zoom button next to Shipment Number field, you are able to view the available Supplier Invoice batches (Shipment Number) and Invoice Count.

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To create invoice batches (Shipment Number), the user need to go to Sundry -> Down Load Data Files -> Load Import Invoice File to load invoice and specify shipment number in the Shipment field. All the invoices you would like to be loaded as an invoice batch should be assigned with same shipment number when the invoice is loaded via Import Invoice File Load.

M A S S U P D A T E M O D E ( A V A I L A B L E I N U P D A T E M O D E ) Mass update function allows you to update selected invoice lines together with a unique value. The user should click “Update” in supplier’s invoice screen (Update mode), in order to use mass update toolbar.

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First of all, you should select the invoice lines you would like to update.

• Shift + Left click to select multiple consecutive invoice lines to update.

• Ctrl + Left click to select individual lines one by one.

• Ctrl + A to select all invoice lines. After invoice lines selection, you can input the value/code you would like to mass update in to Common Values tab or Common Codes tab.

The following fields are mass updatable fields.

The mass code update will add new code to the invoice lines, but it will not remove the current code from the invoice lines.

Common Values

Common Codes

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Navigation Panel The Navigation panel displays the Expedient Job number, any Entries linked the Job number, and the Supplier Invoices within each Entry. If there is no Entry the Invoices will be listed under the Job.

Click on the Job within the Navigation Panel to display all the Invoices on the Job within the Header tab. The count of the invoices is shown in the tab label. The lines on all the invoices linked to the job will be listed in the Lines tab. A count of the lines is shown in the tab label.

When the Job number is double clicked in Navigation panel, it will take the user to the Job Registration screen.

Click on an Entry in the Navigation Panel to display just the invoices and invoices lines within the Entry. Click on a specific Invoice number in the Navigation Panel to display just the invoice lines on that invoice in the Lines tab Click on each Job, Entry or Invoice will also change the total quantity/Value fields at the bottom of the screen.

Total Invoice Quantity – It indicates the total invoice Quantity at invoice header for the selected Invoice/Entry/Job.

Total Line Quantity - It indicates the total invoice Quantity at invoice lines for the selected Invoice/Entry/Job.

Total Entered Value – It indicates the total invoice value specified at invoice header for the selected Invoice/Entry/Job

Total Calculated Value – It indicates the total invoice line value specified at invoice lines for the selected Invoice/Entry/Job

If there is a discrepancy between the invoice Quantity/Value and Line Quantity/Value, the field will display in red background colour.

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If the invoice total is matched up with the sum of line total, the field will display with normal colour.

Invoice Options The options are available in View mode.

C O P Y S U P P L I E R I N V O I C E S The function can be found via Supplier’s invoice>Invoice Options.

This function allows users to copy a Suppliers Invoice from one job to another job no. Users can only copy the suppliers invoice to a job for the same Customer code and the invoice number must not already exist against the new job no. When the option is clicked, you have to enter the Destination Job Number as below in the pop-up box.

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If the invoices are successfully copied to the new job, a system prompt like below will display.

D E L E T E S U P P L I E R I N V O I C E S The function can be found via Supplier’s Invoice>Invoice Options>Delete Supplier Invoice

The function allows users to delete all supplier invoices in the supplier’s invoice screen.

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Please Note: If a user is going to delete only one supplier’s invoice, he should go to Supplier’s invoice (Update Mode)>Select the invoice to be deleted in Invoice Header tab and click “Delete” on the bottom of Supplier invoice Screen.

Line Filters The options are available in both VIEW & UPDATE mode. S H O W U N C L A S S I F I E D L I N E S

This line filter will list only the lines with unclassified parts for the Job, Entry or Invoice highlighted in the Navigation Panel. Click the button to turn the filter on (green). Click again to turn the filter off (red)

S H O W M I S S I N G R E Q U I R E D D A T A This Missing Required Data filter will list only the lines which needs mandatory data input, but the data has not been entered by the user. Click again to turn the filter off (red)

C U S T O M ( F I L T E R ) C O N F I G U R A T I O N Custom Filter Configuration is a customized filter option. It allows to filter the invoice lines based on the criteria set up by a user in Customs Filter configuration screen. The following screenshot are the filed filters you can use.

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For Example: The user may input “>1” in Gross Weight field in Custom Filter Configuration screen, the lines tab in supplier’s invoice will only display the invoice lines with Gr. Weight >1.

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Line Field ACCESS (Update Mode) The option is only available in update mode.

A L L O W F U L L A C C E S S

When the toggle is on (Green), it will unlock all edible fields in supplier invoice line tab.

Custom Configuration

When the toggle is on (Green), it will unlocked the selected fields in supplier invoice line tab. You are able to specify which fields can be unlocked by click “Edit” button in Line Field Access section.

Reset Options The reset options are available in the UPDATE mode.

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The options allow various information shown against the Parts in the Lines tab to be quickly updated. These options are useful where unclassified parts exist in the Supplier Invoice which have been subsequently added to the Parts Masterfile or where the information has been updated in the Parts Masterfile and needs to be updated in the Supplier Invoice.

R E S E T C U R R E N T L I N E This option will only reset the invoice line you are currently on. All the other invoice lines will not be impacted.

R E S E T L I N E S This option will reset all invoice lines in supplier invoice lines tab.

C U S T O M C O N F I G U R A T I O N This option allows you to specify which fields to be reset. You are able to select the fields by clicking “Edit” in Reset Options section.

Import Declaration


General Information

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Job Number This is the Job Number. If you have entered this screen via the Job Registration screen or the Supplier Invoice screen the job number will populate. If you access this screen via the Customs Clearance Menu then you will need to enter a valid Job Number before adding a new entry. When the Job Number is provided Expedient will search for any Supplier Invoices that exist for the Job Number.

Mandatory Job Registration / Supplier Invoice

Sub No This field shows the Job Submission number for the new entry. The first entry created for a job will default to ‘1’.

Mandatory System Generated

Dec. Type This field provides the option to create an import entry. There are 3 options available in the system.

• Normal – The option is only available when

supplier invoice is created. Users are not allowed

to amend declaration line details from import

declaration directly. It needs to be updated via

supplier invoice screen.

• Express – This option is available when supplier

invoice is not used/created. This option allows

users to update the import declaration lines

directly in the Import Declaration Screen.

• Multi-job – Multi-Job option would allow users to

combine multiple jobs and submit one import

declaration.

Mandatory Normal

Extn. Code This is the external reference for the job and is normally advised by an external system. This is populated from the Job Registration screen.


Transport Mode

The field indicates the means of transport used in crossing the border. There are 3 options available.

• Air

• Sea

• Mail


Message Type

The field indicates what type of import declarations will be lodged to customs. There are the following options available:

• I10 = Standard Import

• I11 = Simplified Import

• I51 = Temporary Import

• I52 = Sight Import

• I53 = Periodic Import

• IPI = Primary Industries Import Declaration Note: Once the Message Type is submitted to customs, TSW will not allow it to be changed.

Mandatory I10 = Standard Import

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Consolidation Type

The Consolidation type will have 3 options for users to select.

• Supplier Part Number – The invoice line in

supplier invoice screen with same part number

will be combined into an entry line in import

declaration.

• TLF - The invoice line in supplier invoice screen

with same TLF will be combined into an entry line

in import declaration

• Not Consolidated – The invoice line in supplier

invoice screen will appear as an entry line in

Import Declaration.

The default consolidation type can be set up via

Customs Masterfile>Importer>Entry Type

Mandatory User set-up

Trans. Type The transaction type has two options as below.

• Original – All new import declaration should use this option. When an import declaration is created, Expedient will default the transaction type = Original unless changed by users.

• Completion - The option is used to complete Sight Entry or Temporary Entry submitted previously.

Mandatory Original

Submission Information

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EDI Status This is the field generated by system. The field indicates the message transmission status of the import declaration. Currently, there are the following status available in system: Not Submitted – The entry has not been submitted to customs yet. Being Submitted – The message has been submitted to customs, but not no response has been received by Expedient. Retrying Submission – The message has been submitted before, but it failed to reach customs gateway (i.e. customs system is down), Expedient will retry to submit the message again later on. In Progress – The submission message has been received by customs, but no response has been received yet. Submitted – The message has been successfully submitted to customs. Submitted (Modified) – The message has been submitted to customs, but the entry has bene amended after submission. Failed – The entry failed on the previous submission. Queued – The submission is on the queue to be submitted on the queue date.


IM1 Status Consolidated status is the status set by Expedient for users’ ease of reference. It combines all statuses from different agencies.

• Cleared – When Clear status is received from all agencies.

• Held – When Held status is received from any agency, but no Error/Cancelled status is received from any agency.

• Error – When Error status is received from any agency.

• Cancelled – When cancellation request is sent and approved by NZCS.


Original DOL The field indicates the date when the entry was originally lodged to customs successfully.


Sender Ref. This is reference number generated by Expedient for message transmission purpose. The field is not editable


TSW Ref. ID The field indicates the reference for the entry assigned by TSW.

N/A TSW Response

Last DOL The field indicates the date when the entry was lasst lodged to customs successfully.


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Queue Date The Queue Date allows user to set tomorrow onwards to submit an Import Declaration automatically. The field is only available for original submission. If the entry was submitted before with TSW Ref. ID assigned by TSW, Queue Date will be disabled. In order to set the queue date for the entry, the use should

1. Set a queue date in the Queue Date field in the entry.

2. Click toolbar in the entry.

Optional Blank

Override The field indicates if the entry has been referred to customs for manual processing. If the override field is “Yes”, the user should enter “Override/Manual Processing Reason” (NOT Additional Remark field) on the submission toolbar.

Mandatory No

Version This is the version of the message submitted to Customs N/A System Generated

Declarant The field indicates the broker who lodged the entry to customs successfully.


Submission Responses Transaction Type

This field displays the transaction message returned by customs. The following transaction Types may be returned by TSW. 12 Receipt acknowledgment 23 Inspection / Audit requirements 24 Clearance / Acceptance Instructions 34 Confirmation of Transaction 37 Credit advice 48 Error report


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Response Status

The field displays the response status returned by TSW. The following Response Status may be returned by TSW.

801 Lodgement rejected

802 Lodgement routed for Evaluation - Please await requirements

803 Entry routed to Inspections Planner - Please Arrange Exam

804 Entry routed to Document Verification - Documents required as specified

805 Lodgement held, instructions as specified

806 Entry routed to Service Delivery - Documents required as specified

807 Trust Delivery already given, method of payment as specified

814 Lodgement cancelled

815 Lodgement restored

816 Deposit may be uplifted, method of payment as specified

819 Delivery Order Herewith, method of Payment as specified

822 Entry Cleared, cash to pay prior to delivery

825 Delivery Order Herewith, method of payment as specified - Entry routed to Document Audit

826 Entry cleared, cash to pay prior to delivery - Entry routed to Document Audit

830 Adjustment accepted

832 Refund Approved, amount as specified

833 Short payment due, amount and due date as specified

835 Delivery Order Herewith, method of payment as specified - Please note warnings, correct if necessary

836 Entry cleared, cash to pay prior to delivery - Please note warnings, correct if necessary

837 Adjustment has placed entry in error state

839 Entry routed for Audit - Please provide documents as specified

840 Entry Rejected, reasons as specified

845 Transaction Accepted

858 Customs Processing Error

B04 MPI Biosecurity - Cleared

B05 MPI Biosecurity - Directions Given

B06 MPI Biosecurity - Directions Given (Final)

F04 MPI Food - Cleared

F05 MPI Food - Directions Given

F06 MPI Food - Directions Given (Final)

N01 Agency Instructions as specified

ACK Receipt Acknowledged


Delivery Instructions

The field indicates the delivery instruction returned by TSW. The field is only visible if delivery instruction is provided by customs/MPI.

N/A TSW Response

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Customs MPI Instruction

The field indicates the customs/MPI Instruction returned by TSW. The field is only visible if Customs/MPI Instruction is provided by customs/MPI.

N/A TSW Response

Estimated Duty, Tax & Fees

Type The field indicates the Duty, Tax & Fee Types which may be payable to customs. The following types may be shown in the column:

• Tariff Duty

• Goods and Services Tax

• Anti-Dumping

• Countervailing Duty

• Alcohol Levy

• Steel Levy

• Accident Compensation Levy

• Petroleum Fuel Monitoring Levy

• Synthetic Greenhouse Gasses Levy

• Total Duty & Tax

• Total Payable

• Combined Import Fees (incl. GST)

• Credit Advice Note:

1. Total Duty & Tax includes all , duty, GST & Levies which may be paid to customs.

2. Combined Import Fees (Incl. GST) includes a. Import Entry Transaction Fee (IETF) b. MPI biosecurity system entry levy

3. Total Payable includes • Total Duty & Tax and • Combined Import Fees (incl. GST)


Amount ($NZ)

The field displays the amount for the duty/tax type which is payable to customs. The amount is always displayed in NEW ZEALAND DOLLARS.

N/A System generated

Importer & Payment Information Importer The field displays the importer name for ease of

reference. For Import Declaration except Simplified Import & IPI entry, the import code is required to transmit to customs. Importer code can be registered via Customer Masterfile>General tab>TSW Party ID Detailed importer information for the entry can be found via import declaration>Parties toolbar>Importer tab


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Payment Method

The field displays the method of payment of the declaration. The following values can be selected:

• Cash

• Client Deferred

• Broker Deferred You are able to set up default payment method via Customer Masterfile>Payment Method Note:

1. Client Deferred can only be used where the client has a Client Deferred account with NZCS.

2. Broker Deferred can only be used where the broker has a Broker Deferred account with NZCS.

3. Broker Deferred cannot be used where the client holds a Client Deferred account with NZCS.

4. Cash may be used regardless of client’s or broker’s account status

5. Once cleared the payment method cannot be amended.


MPI Account The field displays the MPI Account no you would like to pay to MPI for the entry. There are 3 options available in the field:

• Importer Account

• Broker Account

• Other Account Note:

1. Importer Account can be registered via Customer Masterfile>Importer Tab>MPI Account No.

2. Broker Account can be registered via Branch Masterfile>MAF Account No.

3. Other Account allows a user to enter the account number and account name manually.

Optional Blank

Transport Information Craft Name The field is only visible for sea freight. The field displays

the Identification of means of transport crossing the border. The craft name must comfort to the list published by New Zealand Customs. The Craft name is self-maintained list and can be updated via Administration -> Customs Craft Names.


IMO / Lloyds No.

The field is only visible for sea freight. The field displays the identification of means of transport used in crossing the border.


Voyage No. The field displays the identification of a journey of a means of transport, for example voyage number, flight number, trip number


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Carrier Name The field displays the party who provides the transport of goods between origin and destination port. The field is populated from Job > Shipping Co (Sea) or Job > Airline (Air)


Flight No. The field is only visible for air freight. The field displays the Identification of means of transport crossing the border. The flight number must comfort to the list published by New Zealand Customs. The Flight No. is self-maintained list and can be updated via Administration -> Customs Craft Names.


Shipment Information Nature of Transaction

The field displays the nature of a transaction associated with the shipment in the entry. The following options are available for selection:

• 10 = Goods for final purchase/sale

• 11 = Goods for intended sale

• 12 = Goods for trial with right of return

• 13 = Transactions involving payment in kind

• 14 = Goods for sale to foreign travellers

• 15 = Goods for financial leasing

• 16 = Ships stores

• 18 = Self propelled craft

• 20 = Returned goods

• 21 = Replacement for returned goods

• 22 = Replacement for goods not returned

• 30 = Government aid initiative

• 31 = Private aid

• 32 = Other transfer of ownership without payment

• 40 = Goods for processing

• 41 = Goods for repair and maintenance against payment

• 42 = Goods for repair and maintenance free of charge

• 50 = Goods returned after processing

• 51 = Goods returned after repair and maintenance against payment

• 52 = Goods returned after repair and maintenance free of charge

• 60 = Goods for hire, loan, operational leasing

• 61 = Other temporary uses

• 90 = Other transactions

Mandatory Blank

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Date of Import

The field display the date the importing craft first arrives into New Zealand waters or airspace. Note: For Periodic Import Entry, State the period that the declaration covers. The year and month must be stated. Where the declaration covers more than one month, the last month of the period must be stated


Pack Location The field is only visible for sea freight. The field display the name of Pack Location for ease of reference. Full details can be found via Import Declaration>Parties toolbar>Container Pack Locations. Note: where multiple Container Pack Locations are specified it will be necessary to associate individual container to each Pack Location at containers/Pallets tab.

Optional Blank

Shipment Origin

The field displays the country from which the goods are originally exported without any commercial transaction taken place in intermediate countries. Note: When goods are exported to New Zealand from any country but pass through any other country on their journey to New Zealand (whether transhipped in that other country or not) they are considered to be shipped directly from the first country.

Mandatory Blank

Gr. Weight(KGM)

The field displays the total gross weight in KGM of the shipment in the declaration. Expedient will calculate the Gr. Weight (KGM) based on the weight entered in the job registration.


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ATF Code The field displays the transitional facility or facilities where the containers will be directed to. Only ATF code is allowed for the filed. Expedient has pre-loaded a list of ATF code in the system, however, the list will not be updated automatically, as MPI has not published the ATF code anymore on the website. If multiple ATF are used for the entry, ATF Code 19647 (Multiple TF Application) should be quoted. Note: The ATF list is a user managed list. The Current list can be added/updated/deleted as required by users.

Optional Blank

Port of Loading

The field displays the port where the goods were loaded onto the craft for the final leg of the journey to New Zealand.


Duty Exempt CCA

The field displays The CCA (Customs Controlled Area) where excisable goods maybe entered into. i.e. duty free shop.

Optional Blank

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MAS Number The field displays the MPI Approved System (MAS) Number for the declaration. The MAS number should be quoted for each container if the container has been packed overseas by an MAS holder and the related Sea Container Quarantine Declaration fields left blank. This number relates to the location the container has been packed at overseas, where that site has been approved by MPI as meeting the necessary quarantine container Import Health Standard. Reduced border quarantine requirements at the New Zealand border may therefore apply. If the MAS number is not known or is not applicable, then this field can be left blank. If the Sea Container Quarantine Declaration is not known, then these fields must be left blank. If the fields are left blank, and a MAS number is not applicable or has not been stated, the container may be inspected by MPI to ascertain the quarantine status of the container and charges may apply. Note: If MAS number is different for each container, you should use MAS Number field at Importer Declaration>Container tab.

Optional Blank

Port of Discharge

The field displays the port are or are expected to be discharged from the importing craft in New Zealand.


Location of Goods

The field displays the freight forwarder’s store, MPI Transitional Facility or Containment Facility or other premises approved by Customs and MPI to hold imported shipments awaiting clearance. Note:

1. If you want a delivery order to go to a CCA, you must enter a CCA code in this field.

2. This field is mandatory. 3. Location of Goods must be both CCA & ATF. 4. The list of Location of Goods are updated on daily

basis by Expedient based on the reference data published by NZCS.

Mandatory Blank

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MCD Answers

The field display the MPI Quarantine Declaration (MCD) answer. If you don’t have an MPI container declaration these fields should be left blank. These relate to: QD1. Cleanliness At the time of packing, the container(s) were inspected internally and externally, and are clean and free from contamination with live organisms, material of plant or animal origin, soil and water? QD2. Restricted Packaging Materials Has any soil, peat, moss, used sacking material, used tyres, hay, straw, chaff or any packing material contaminated with the above been used within the container(s) listed above? QD3. Wood Packaging Has any wood packaging been used within the container(s) such as cases, crates, pallets or wood used to separate, brace, protect or secure cargo in transit?

QD3a. If yes to question 3, has the wood been ISPM 15 treated and marked or is the packaging made from material exempt from these requirements (such as Plywood or Medium Density Fibreboard)? Certification is not required for ISPM 15 treated and marked wood packaging. QD3b. If no to 3a, has the wood been otherwise treated and certified as per the Import Health Standard?

Note: If MCD is different for each container, you should use MCD Answers field at Importer Declaration>Container tab.

Optional Blank

Import Declaration>Packing Tab Job Number The field display the job number associated to this

packing line. Note: It may not be the same as (Declaration) Job Number in the General information section.


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Master Bill The field displays the Master Airway Bill number associated with this declaration. Note:

1. You can only quote one MAWB per declaration if the MAWB is associated to HAWB.

2. You are allowed to quote multiple MAWBs, if they are direct MAWB (not associated to any HAWB).


House Bill The field displays the House Airway Bill number associated with the declaration.


Container/Pallet No.

The field displays the container/Pallet used for the packing line.


Quantity The field displays the total quantity of the packing line. Mandatory Job Registration

Package Type The field displays the type of package used for the packing line.


Import Declaration>Codes Type This is the field to display the category of the codes

applicable at entry header level. There are the following categories:

• Document



• Valuation

Optional Blank


Optional Blank

Description The field indicators the full description of the code. N/A System Generated

Date Required


Optional Blank

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Import Declaration>Charges Type The field has a dropdown box to list all the charges codes

below:

• AST - Assists



• DSC - Discounts


• HAN - Handling






• PRO - Proceeds

• ROY - Royalties / Licensing Fees Note: 1) If the charge type displayed in the Charges tab, it

means that this is the charge entry level. 2) If the charge displayed in the Consolidated Charges, it

means that the charges have been summed up the charges from entry, invoice header and invoice line level.

3) If the charges displayed in the Declared Charges tab, it means that the charges will submitted to customs. The following 4 charges needs to be reported to customs:

▪ Freight (FIF +OFT) ▪ Insurance ▪ Commission (CMB + CMO) ▪ Royalties

Mandatory Blank


Optional Blank


Optional Blank


Optional Blank

Apportion Type

Apportion Type indicates how the user would like to apportion the header charge to line level. There are 3 apportion types available:

• Weight

• Value

• Volume


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Containers/Pallets Tab Container/Pallet No.

The field displays the container/s which are included in this declaration. The field is only used for sea freight.


Type The field displays the type of the container. If container number is inputted, the field is mandatory. Note: For pallets, use code 16 (exchangeable pallet)


Container Status

If a container number and size/type are inputted, the status must also be selected. Indicate the status as one of the following:

• Bulk - goods shipped in some container types, for example grain shipped in a specialist grain/bulk container. • Empty - an empty container containing no goods, where the container itself is the good being imported. Where the container is being used to transport other goods (i.e. as transport equipment) other requirements will apply as set out in the rules • Full load - only one consignment is packed in the container, and the consignment contains goods for only one consignee • Full, contains multiple LCL consignments - more than one consignment has been packed into the container. The container contains multiple less than container load (LCL) consignments that individually do not occupy the full space available in a container. The consignments must have at least two different consignees in New Zealand. Another name commonly used and synonymous with this definition is FAK (freight all kinds)


Seal. No. The field displays the number of a seal affixed to the container.


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Pack Location The field display the name of Pack Location for ease of reference. Full details can be found via Import Declaration>Parties toolbar>Container Pack Locations. Note: If all containers have the same pack location, you are able to use the pack location field at declaration header level which would be applicable for all containers.

Optional Blank

MAS Number The field displays the MPI Approved System (MAS) Number for the container. The MAS number should be quoted if the container has been packed overseas by an MAS holder and the related Sea Container Quarantine Declaration fields left blank. This number relates to the location the container has been packed at overseas, where that site has been approved by MPI as meeting the necessary quarantine container Import Health Standard. Reduced border quarantine requirements at the New Zealand border may therefore apply. If the MAS number is not known or is not applicable, then this field can be left blank. If the Sea Container Quarantine Declaration is not known, then these fields must be left blank. If the fields are left blank, and a MAS number is not applicable or has not been stated, the container may be inspected by MPI to ascertain the quarantine status of the container and charges may apply. Note: If MAS numbers is the same for all containers, you are able to use MAS Number field at declaration header level which is applicable to all containers.

Optional Blank

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MCD Answers

The field display the MPI Quarantine Declaration (MCD) answer for a container. If you don’t have an MPI container declaration these fields should be left blank. These relate to: QD1. Cleanliness At the time of packing, the container(s) were inspected internally and externally, and are clean and free from contamination with live organisms, material of plant or animal origin, soil and water? QD2. Restricted Packaging Materials Has any soil, peat, moss, used sacking material, used tyres, hay, straw, chaff or any packing material contaminated with the above been used within the container(s) listed above? QD3. Wood Packaging Has any wood packaging been used within the container(s) such as cases, crates, pallets or wood used to separate, brace, protect or secure cargo in transit?

QD3a. If yes to question 3, has the wood been ISPM 15 treated and marked or is the packaging made from material exempt from these requirements (such as Plywood or Medium Density Fibreboard)? Certification is not required for ISPM 15 treated and marked wood packaging. QD3b. If no to 3a, has the wood been otherwise treated and certified as per the Import Health Standard?

Note: If MCD Answers are the same for all containers, you are able to use MCD Answers field at declaration header level which is applicable to all containers.

Optional Blank

Invoices Tab Invoice No. This is the Invoice Number linked to the supplier invoice

& Job The field is populated from supplier’s invoice screen and not edible unless Dec. Type is Express.

Mandatory Supplier’s Invoice

Supplier This is the Supplier Code for the supplier who supplies the goods to the importer. More information about the supplier is viewable via Import Declaration>Parties>Suppliers


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Supplier Name

This is the Supplier Name who supplies the goods to the importer. The field is hidden by default.


Shipping Marks & Numbers (Line Default)

This is the field to display the description of the marks and numbers on a transport unit or package. The default value can be set up in Customer Masterfile.


Country of Export (Line Default)

This is the field to display the country from where the goods were exported. The default value can be set up in Suppliers Masterfile.


Country of Origin ( Line Default)

This is the field to display the country in which the goods have been produced or manufactured goods in terms of the Preferential Rules of Origin. The default value can be set up in Suppliers Masterfile.


Preference (Line Default)

This is the field to display the preference claimed for the goods. The default value can be set up in Suppliers Masterfile.


Region of Origin (Line Default)

This is the field to display the region within the country of origin where the product was born, reared, slaughtered, manufactured, processed, grown, harvested, and exported. The default value can be set up in Suppliers Masterfile.


Itinerary (Line Default)

This is the field to display the countries of routing where goods have passed through on their journey to New Zealand.

Optional Blank

Relationship (Line Default)

This is the field to display the relationship between Supplier and Importer. The default value can be set up in Customer Masterfile. Three options are available in TSW.





Invoice Date This is the field to display the date when the invoice is issued. The field is hidden by default.

Optional Blank

Invoice Reference

This is the field to display the Invoice reference number. The field is hidden by default.

Optional Blank

121


Incoterm This is the field to display the payment terms for the invoice. The following terms are acceptable by TSW:









• EXW EX WORKS





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Currency This is the field to display the Currency code used in the supplier invoice. Different Currencies are allowed for different invoice number. The following Currency are acceptable by TSW:







• EUR Euro






• JPY Japan - Yen

• KRW Korea - Won
















• GBP Pound

• USD United States Dollar


Package Quantity

This is the field to display the total package quantity for the invoice.

Optional Blank

Invoice Value This is the field to display the total invoice amount. Mandatory Blank

Invoices Tab>Charges

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Type The field has a dropdown box to list all the charges codes below:

• AST - Assists



• DSC - Discounts


• HAN - Handling






• PRO - Proceeds


means that this is the charge Invoice header level. 2) If the charge displayed in the Consolidated Charges, it


Mandatory Blank


Optional Blank


Optional Blank


Optional Blank

Apportion By Apportion by indicates how the user would like to apportion the header charge to line level. There are 3 apportion types available:

• Weight

• Value

• Volume










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Declaration Lines Tab Line No. The field displays the Entry line number. N/A System

Generated

Submission Status

The field displays the status if the entry line has been submitted or not. Not Submitted – The declaration line has not been submitted to customs yet. Submitted (To be deleted) – The entry line has been submitted to customs, but it needs to be deleted from the declaration. Deleted – The declaration line has been deleted. Submitted – The declaration line has been submitted to customs.


Invoice No. This is the invoice number the line belongs to. Mandatory Invoice Header

Supplier This is the supplier code for the invoice. The field is hidden by default


INCOTERM The field displays the terms of payment (including freight, insurance, and other charges) as shown on the invoice. The following incoterms are available for selection:









• EXW EX WORKS




Mandaotry Invoice Header

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Supplier Part Number

This is the Part Number that appears on the Invoice. This will be automatically populated if the Load File button was successful. You can also click on the zoom button to list all Parts on file (see Menu Customs Clearance > Parts Masterfile) for that Client and Supplier combination. See below zoom screen:

Select one of the parts that you want to add to the Supplier Invoice Line. Please Note: The Re Query Button allows you to perform a wider search for any parts for that Customer, excluding the Supplier. Clicking OK will search for all parts for that Customer regardless of Supplier. Your site may be configured to prompt you to add a Part Description to unclassified parts

Add the Part Description to continue entering the Supplier Invoice line

Mandatory Blank

TLF This is the TLF for the Part Number. The information will populated from supplier’s invoice is the Normal declaration is created. If Express entry is created, the user is able to enter the TLF code directly on the field.


Tariff This is the field to display the classification of goods in accordance with the working tariff document of New Zealand. In Expedient, the tariff is stored in TLF Masterfile. Note: If Express declaration is created, user are able to enter Tariff in the field without part/TLF.


http://help.expedientsoftware.com.au/wp-content/uploads/2016/06/img_57749898916e9.png

126


Concession This is the field to enter the applicable concession (if any) issued under:

• Part II concession by referring to its number, as published; or Codes issued by the New Zealand Customs Service to implement Sections 145, 151, and 153 of the Customs and Excise Act 2018; or

• Codes for goods entered under reference 80 to Part II of the Schedule One to the Tariff Act 1988.


Goods Description

This is the field to display the description of goods for the declaration line. It needs to be Clearly and correctly describe the goods in English. For imported used motor vehicles, the description must state the:

• make and year of manufacture of the vehicle

• words ‘Chassis number’ followed by the vehicle’s chassis number

• Odometer reading at the time of sale of the vehicle for export to New Zealand.

Note:

1. If non-Consolidated declaration is created, the part description will be used.

2. If consolidated declaration is created, the TLF description will be used.

Mandatory Part Masterfile.

Package Quantity

This is the field to display the total package quantity for the invoice line.

Mandatory N/A

Package Type This is the field to display the package type for the invoice line. If the package type is not specified in the part Masterfile, PK will be the default package type in this screen. Users are able to access the field by clicking “Allow Full Access” button.


Shipping Marks & Numbers

This is the field to display the description of the marks and numbers on a transport unit or package. The default value can be set up in Part Masterfile. If the value is not specified in the part Masterfile, the value will be default from invoice header>Shipping Marks & Numbers


Gr Weight Factor

The Gr. Weight Factor is stored in the Part Masterfile. The field is hidden by default. The Gr. Weight Factor is used to calculate the Gross Weight automatically in this screen.

Gr. Weight Factor = Gr. Weight / Package Quantity


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Gr. Weight (KGM)

This is the Gross Weight reported to Customs. The unit is always KGM. The field can be automatically populated if Gr Weight Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

Net Weight Factor

The Net Weight Factor is stored in the Part Masterfile. The field is hidden by default. The Net Weight Factor is used to calculate the Net Weight automatically in this screen.

Net Weight Factor = Net Weight / Package Quantity


Net Weight (KGM)

This is the Net Weight reported to Customs. The unit is always KGM. The field can be automatically populated if Net Weight Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

volume Factor

The Volume Factor is stored in the Part Masterfile. The field is hidden by default. The Volume Factor is used to calculate the Volume automatically in this screen.

Volume Factor = Volume / Package Quantity


Volume (MTQ)

This is the Volume reported to Customs. The unit is always MTQ. The field can be automatically populated if Volume Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

Statistical Quantity Factor

The Statistical Quantity Factor is stored in the Part Masterfile. The field is hidden by default. The Statistical Quantity Factor is used to calculate the Statistical Quantity automatically in this screen.

Statistical Quantity Factor = Statistical Quantity / Package Quantity


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Statistical Quantity

This is the statistical Quantity reported to Customs. The unit is determined by the tariff number for the part. The field can be automatically populated if statistical Quantity Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

If the Package Type in Supplier invoice Line is PK and the Statistical Unit is NMB, Statistical Quantity will default to the Package Quantity.

Mandatory Blank

Statistical Unit



Supplementary Quantity Factor

The Supplementary Quantity Factor is stored in the Part Masterfile. The field is hidden by default. The Supplementary Quantity Factor is used to calculate the Supplementary Quantity automatically in this screen.

Supplementary Quantity Factor = Supplementary Quantity / Package Quantity


Supplementary Quantity

This is the Supplementary Quantity reported to Customs. The unit is determined by the tariff number for the part. The field can be automatically populated if Supplementary Quantity Factor is set up in Part Masterfile. Users are able to access the field by clicking “Allow Full Access” button.

Mandatory Blank

Supplementary Unit

This field display the unit for Supplementary Quantity specified by working tariff.


Invoice Value This field is to display the amount for the invoice line. The value can be in foreign currency.

Mandatory Blank

Currency The field displays the currency for the invoice value. The currency is populated from invoice header.


Country of Export

This is the field to display the country from where the goods were exported. The default value can be set up in Part Masterfile. If the value is not specified in the part Masterfile, the field will be populated from Invoice Header>Country of Export (Line Default), when the invoice line is created.


Country of Origin

This is the field to display the country in which the goods have been produced or manufactured goods in terms of the Preferential Rules of Origin. The default value can be set up in Part Masterfile. If the value is not specified in the part Masterfile, the field will be populated from Invoice Header>Country of Origin (Line Default), when the invoice line is created.


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Region of Origin

This is the field to display the region within the country of origin where the product was born, reared, slaughtered, manufactured, processed, grown, harvested, and exported. The default value can be set up in Suppliers Masterfile. If the value is not specified in the part Masterfile, the field will be populated from Invoice Header>Region of Origin (Line Default), when the invoice line is created. The Region of Origin is mandatory required for the goods classified in Chapter 2-22 of working tariff.


Preference This is the field to display the preference claimed for the goods. The default value can be set up in Part Masterfile.


Itinerary This is the field to display the countries of routing where goods have passed through on their journey to New Zealand.

Optional Blank

Classified Date

This is the date the part on the line was classified. This column is hidden by default.

N/A Parts Masterfile

Duty Rate This is the Duty Rate advised by Customs associated with the Tariff, Country and Preference combination or concession.


Relationship This is the field to display the relationship between Supplier and Importer. The default value can be set up in Suppliers Masterfile. Three options are available in TSW.





Declaration Lines>Codes Source The field is uneditable field. It indicates where the

charges is populated from.

• Manual – The user manually enter the charge in the invoice lines screen.


• TLF – The data is populated from TLF Masterfile.

• Supplier – The data is populated from Customer Masterfile.


Code Type This is the field to display the category of the codes used in Import Declaration. There are the following categories:

• Commodity


• Party



• Valuation

Optional Blank

130



Optional Blank


Data Required


Optional Blank

Declaration Lines>Charges

Source The field is uneditable field. It indicates where the charges is populated from.

• Manual – The user manually enter the charge in the invoice Lines screen.



131


Type The field has a dropdown box to list all the charges codes below:

• AST - Assists



• DSC - Discounts


• HAN - Handling






• PRO - Proceeds


means that this is the charge declaration line level. 4) If the charge displayed in the Consolidated Charges, it


5) If the charges displayed in the Declared Charges tab, it means that the charges will submitted to customs. The following 4 charges needs to be reported to customs:

▪ Freight (FIF +OFT) ▪ Insurance ▪ Commission (CMB + CMO) ▪ Royalties

Mandatory Blank


Optional Blank


Optional Blank


Optional Blank

Apportion Type

Apportion Type indicates how the user would like to apportion the header charge to line level. There are 3 apportion types available:

• Weight

• Value

• Volume





132









Declaration Lines>Duty, Taxes & Fees Type The field indicates the Duty, Tax & Fee Types which may

be payable to customs at line level. The following types may be shown in the column:

• Tariff Duty

• Goods and Services Tax

• Anti-Dumping

• Countervailing Duty

• Alcohol Levy

• Steel Levy

• Accident Compensation Levy

• Petroleum Fuel Monitoring Levy

• Synthetic Greenhouse Gasses Levy


• Total Payable


• Credit Advice Note:

4. Total Duty & Tax includes all , duty, GST & Levies which may be paid to customs.

5. Combined Import Fees (Incl. GST) includes a. Import Entry Transaction Fee (IETF) b. MPI biosecurity system entry levy

6. Total Payable includes




Amount ($NZ)

The field displays the amount for the duty/tax type which is payable to customs. The amount is always displayed in NEW ZEALAND DOLLARS.


Import Declaration>Attachments File Name The field display the name of the file saved in the job

registration. You are able to click the zoom button in the File Name field and select the file you want to attach on the declaration.


File Path The field display the directory path where the file is saved in system.


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Public/Private

This displays the file location. If the file is in the Public location the file can be accessed from the Web Portal

N/A Job Registration

Document Type

The fields allow users to specify the document type for the file attached. The document type will be transmitted to customs. The following types are available in the field:

• Other Document

• Bill Of Lading

• Certificate

• Container Quarantine Declaration

• Invoice

• Other Document

• Packing List

• Permit

• Passport

• Unaccompanied Baggage Declaration.

Mandatory Other Document

Submission Status

The field displays if the file has been submitted to customs or not.


Shortcut Keys


Add A

Update U

Delete D

Exit E

Find F

Browse B

Previous P

Next N

Submit Declaration S

EDI History - View H

Job Registration – View J

Job Documents – View W

Job Notes – View I

Job Events – View V

Supplier’s Invoice – View C

Validate Declaration T

(Print) Declaration L

(Print) Delivery Order O

(Print) Declaration Line Analysis (Report) R

Classify Parts - View C

Job Documents - View W

Job Notes - View I

134


Job Events - View V

Validate Invoices T

User Manual F1

Access an Import Declaration The import declaration can be created via the following toolbar buttons

• Import Job Registration > Import Declaration

• Supplier’s Invoice > Import Declaration

• Main Menu > Customs Clearance > Import Declaration

Toolbar Button

A D D The function allows users to create an Import Declaration screen for a job, by clicking “Add” toolbar button in the import declaration screen or typing Shortcut Key “A”. See below:

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Note: Only one import declaration is allowed unless the previous entry is cancelled (Response Status = 814 Entry cancelled). U P D A T E The function allows users to update the import declaration screen for a job, by clicking “Update” toolbar button in the import declaration screen or typing Shortcut Key “U”. See below:

D E L E T E The function allows users to delete unsubmitted import declaration screen by clicking “Delete” toolbar button in the import declaration screen or typing Shortcut Key “D”. See below:

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Note: If the import declaration has been submitted to customs, deletion is not allowed. A system prompt like below will pop up.

F I N D The function allows user to find an import declaration by typing Shortcut Key “F”. Users are able to enter the keyword in the search field and click “OK” on the bottom of the screen to find the result. P R E V I O U S The toolbar allows users to view the previous search result.

N E X T The toolbar allows users to view the next search result.

J O B N O T E S The toolbar displays the below Notes pop-up.

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S U P P L I E R ’ S I N V O I C E ( T O O L B A R ) The toolbar takes users to the Supplier’s Invoice screen.

P A R T I E S The Parties toolbar will display all parties which are declared in the declaration.

If you would like to override default value, you can use Override flag.

i.e.

If you would like to update email address for the importer for this entry only, you can follow the steps below:

a) Clicking “Update” in the declaration screen and then click “Parties” toolbar. b) In the “Parties” toolbar, you can flag “Override Customer Masterfile” in the importer tab from

“No” to “Yes”. c) Enter email address in the “E-Mail Address” field d) Click “Close” in Party Information screen and click ”OK” In the declaration screen.

The following Parties may be displayed in the parties toolbar

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• Importer

• Suppliers

• Sellers

• Manufacturers

• Producers

• Growers

• Container Pack Locations

• Deliver To (Party)

• Delivery Notification (Party) C U R R E N C I E S The Currencies toolbar displays the currency type and Exchange Rate for the currency. The exchange rate used is sourced from NZCS published exchange rate. A user is able to override exchange rate if required. The effective Date is populated based on the Date of Import.

The following currencies are acceptable currencies by TSW.







• EUR Euro






• JPY Japan - Yen

• KRW Korea - Won
















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• GBP Pound

• USD United States Dollar V A L I D A T E Validate toolbar will provide error/warning message to users before submission.

Warning Message – The message displays in yellow background colour. The user is able to submit import declaration.

Error Message – The message displays in red background colour. The user is NOT able to submit the import declaration without fixing up the errors.

The toolbar is available when the supplier invoice is either in update or view mode. If the supplier invoice is in update mode, the error message i.e “Tariff is required” in view mode will become warning message which will allow users to save the supplier invoice before fixing the data.

S U B M I T The toolbar allows users to submit the import declaration to TSW. The following fields may be available in the toolbar.

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Adjustment Reason

The field displays when the entry amendment has been made. The field is used to state the reason for change.

Override/Manual Processing Reason

The field displays when the Override indicator in import declaration is “Yes”. The field is mandatory if a user would like to send overridden entry.

Note: use of the override indicator will automatically direct the declaration to a customs officer for manual processing.

Additional Remark (Optional)

The field displays the additional information relating to the declaration. If entered, it will be transmitted to customs. The field is an optional field.

Declaration Signature PIN

The field allows users to enter PIN number in order to submit the declaration. If PIN number is incorrect, submission is NOT allowed and system prompt like below will display.

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E D I H I S T O R Y The toolbar provides users the ability to review the historical submission/response records.

Submission Message

The submission message is able to be viewed in Message History. If you double click the message line, a XML Message screen will pop up and display in tree structure.

If there is any error on a particular element, you will see the error code against the element with

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The error for the submission also displays in Submission Errors section in EDI History

Response Message

After the declaration is submitted, TSW will send back response messages. For import declaration, the following message may be received from TSW.

• TSW

• Customs

• MPIBIO

• MPIFOOD You are able to view the TSW response message in Response History section in EDI History.

D E C L A R A T I O N The toolbar allows user to print out the import declaration details in PDF format. If the declaration is

submitted, the toolbar will display as . If the declaration is not submitted or submitted but

modified, the toolbar will display as .

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D E L I V E R Y O R D E R The toolbar displays the delivery order when IM1 Status is CLEAR and all agents (Customs, MPIBIO, MPIFOOD) status are cleared.

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J O B D O C U M E N T S The toolbar allows users to access the documents saved in the job registration. You can drag and drop to store new document in Job documents screen . When “Show Archived Documents“ is clicked, you are able to view all the documents which are archived.

R E - P R E P A R E ( U P D A T E M O D E ) The toolbar allows users to re-set the value in the field to default value sourced from Job/Supplier Invoice/Part Masterfile. Note: Only uneditable fields in IM1 are allowed to be reprepared. i.e. container type will be populated from job when the declaration is created, but it will not be able to reprepared, as the field is editable field and it allows users to edit directly in import declaration.

A U T O - A P P O R T I O N C H A R G E ( M E N U O P T I O N )

The menu option allows users to auto apportion the charges entered based on Apportion Type specified to all invoices associated to these import declaration.

After "OK" is clicked in the "Auto-Apportion Charge to invoices" screen, the apportioned charges will be inserted to the invoice headers in both supplier's invoice and import declaration screen.

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TLF Masterfile TLF’s are used as short codes, storing information such as Tariff, Stat, and Treatment Code. This allows users to save time in data entry and when changing TLF information. This is accessed Customs Clearance>TLF Masterfile


TLF Information

TLF Code This is the Tariff Line File. This is a unique number. The code must be letters or numbers, with no spaced or special characters. This cannot be updated after the TLF has been created.

Mandatory Blank

Tariff Code The eight-digit tariff classification applicable to the goods being entered, as specified in The Working Tariff Document of New Zealand.

Mandatory Blank

Concession This is the Concession Code in accordance with the Consolidated List of Approvals relating to Part II of the Tariff of New Zealand.

Optional Blank

Valid Tariff The field indicates if the tariff code is current or not. The information is sourced from reference file provided by NZCS.


Statistical Unit This is the statistical unit. The information is sourced from reference file provided by NZCS.

N/A System Generated.

Supplementary Unit

This is the Supplementary unit. The information is sourced from reference file provided by NZCS.

N/A System Generated.

GST Exempt The field indicates if the tariff is GST exempted. The information is sourced from reference file provided by NZCS.


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Import Permit Required

The field indicates if the tariff requires Import Permit. The information is sourced from reference file provided by NZCS.


Description The field display the goods description for the TLF. If consolidated Entry is lodged, the description may be used for the declaration line.


Duty Information Preference

Scheme


N/A Customs Reference

File



File




File

Levy Information Type This is the field to display the Levy type which is applicable to


Reference File



File

Rate (per Unit) This is the field to display the levy rate per unit. N/A Customs Reference

File



File

Code Information Code Type This is the field to display the category of the codes used in

TLF Masterfile. There are the following categories:

• Commodity


• Party



• Valuation

Optional Blank

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Optional Blank


Data Required The field displays the data which may be required for the code. If No data is required for the code, the field is disabled.

Optional Blank



File

Import/Export The field indicates if the code is used for Import, Export or both.


File

Additional Information

Modified By This is the user who modified the TLF or last updated the TLF


Modified Date This is the date the TLF was modified or last updated. N/A System Generated

Auto-Rate Date

This is the date when the tariff is auto rated. N/A System Generated

Part Masterfile There are 2 ways to add parts, manually or via a download feature. Load Parts from a File If you have a Parts File, you can upload this file via menu Sundry>Down Load Data Files>Load Parts File or Supplier Invoice>Load Parts File, The format for the CSV file is configured in this screen.

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Select the pre-existing for the load file or create a new template. The templates must include all the mandatory columns, which are indicated with a ‘*’ in the name. The columns can be in any order. The file does not require column headings in the first row.

The Import Log will display a summary of the details loaded. Use to see more in depth information.


Data File Location


Column No This indicates where the column is found in the file. Select from the pull down list.

Mandatory Blank


Mandatory Blank



Mandatory Default

Manual Parts Add Manually adding Parts to the Expedient System is performed via Customs Clearance>Parts

Masterfile. By clicking the button or typing A will place the cursor in the input screen in Add Mode.

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Customer This is the Customer Code and Name that is pulled from the Supplier Invoice Screen

Mandatory Blank

Supplier This is the Supplier Code and Name that is pulled from the Supplier Invoice Screen. There are 3 ways to specified supplier

• Specific Supplier – If the supplier code is used, the part is only applicable to the Customer/Supplier combination.

• #EXP (EXPORT PART ONLY) – If #EXP is used, the part is only applicable to export declaration, not Import Declaration.

• #DEF (DEFAULT SUPPLER) – If #DEF is used, the part is applicable to both import & export declaration

Mandatory Blank

Supplier Part No.

This is the Supplier Part Number specified by the user. The user is able to use the Supplier Part No to populate tariff information in the supplier invoice screen.

Mandatory Blank

Part Description

The field displays the part description. The description will be used in the supplier/Shipper invoice and declaration screen if not consolidated entry is generated.

Mandatory Blank

Customer Part No.

This is the Customer reference for the Part. This prints on Landed Costings. On tabbing through the field the Client Part will default to the Supplier Part No.

Mandatory Supplier Part No

Country of Export

This is the field to display the country from where the goods were exported. If it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional Blank

Country of Origin

This is the field to display the country in which the goods have been produced or manufactured goods in terms of the Preferential Rules of Origin. If it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional Blank

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Shipping Marks

This is the field to display the description of the marks and numbers on a transport unit or package. If it’s registered, it will populate automatically to invoice line when the parts is entered.

Optional Blank

Preference This is the field to display the preference claimed for the goods.

Optional Blank

Region of Origin

This is the field to display the region within the country of origin where the product was born, reared, slaughtered, manufactured, processed, grown, harvested, and exported. If it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional Blank

Package Type This is the field to display the type of package for the Part. it’s registered, it will populate automatically to invoice line when the parts is entered in the future.

Optional PK

TLF Code This is the Tariff List Code. You can click on the zoom which will look up the TLF Masterfile (Menu - Customs Clearance>TLF Maintenance). This screen allows you to search on any number of fields. See below:

Select the TLF, or Click on the Re Query button to search for another TLF.

Mandatory Blank

Tariff Code This is the Tariff number for the TLF code. Mandatory TLF Masterfile

Concession Code

This is the field to display the tariff concession in accordance with the Consolidated List of Approvals relating to Part II of the Tariff of New Zealand. The concession information is stored in the TLF Masterfile.


Statistical Unit



Supplementary Unit

This field display the unit for Supplementary Unit specified by working tariff.


TLF Code Description

This column will display the description for the TLF code selected.


Valid TLF The field display if the tariff code is valid or not. N/A TLF Masterfile

Classify User The field indicates the user who classified the part. N/A System Generated

Classify Date The field indicates when the part was classified. N/A System Generated

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Approval User The field indicates the user who approved the classification. N/A System Generated

Approval Date

The field indicates when the classification was approved. N/A System Generated

Last Used The field indicates when the part was lasts used. N/A System Generated

Last Job The field indicates the last job number the Part was used on. N/A System Generated

Last Cost The field indicates the last job number the Part was used for landed costing.


Packages & Measurements Tab Package Type The Package Type in Packages & Measurements indicates that

the type of package based on which the factors are calculation. In order to ensure the factor stored will be used to calculate Weight/Volume etc. the user should ensure that the package Type in Packages & Measurements tab is the same as the Package Type in Default Part Information section.

Optional Blank

Gross Weight (KGM) per Unit

This is the field to display the factor for Gross Weight. The factor is used to calculate Gross Weight automatically in the invoice line.

Gross Weight (KGM) = Factor * Invoice Line Quantity

Optional Blank

Net Weight (KGM) per Unit

This is the field to display the factor for Net Weight. The factor is used to calculate Net Weight automatically in the invoice line.

Net Weight (KGM) = Factor * Invoice Line Quantity

Optional Blank

Volume (MTQ) per Unit

This is the field to display the factor for Volume. The factor is used to calculate Volume automatically in the invoice line.

Volume (MTQ) = Factor * Invoice Line Quantity

Optional Blank

Statistical Quantity per Unit

This is the field to display the factor for Statistical Quantity. The factor is used to calculate Statistical Quantity automatically in the invoice line.

Statistical Quantity = Factor * Invoice Line Quantity

Optional Blank

Supplementary Quantity per Unit

This is the field to display the factor for Supplementary Quantity. The factor is used to calculate Supplementary Quantity automatically in the invoice line.

Supplementary Quantity = Factor * Invoice Line Quantity

Optional Blank

Codes Tab Code Type This is the field to display the category of the codes used in

Part Masterfile. There are the following categories:

• Commodity


• Party



• Valuation

Optional Blank

Code This is the field to display the codes available for each code Optional Blank

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type. There is a zoom button for the field to display the code information as below:

Description The field indicators the full description of the code. Optional System

Generated

Data Required


Optional Blank



Import/Export

The field indicates if the code is used for Import, Export or both.


Charges Tab Charge Type The field has a dropdown box to list all the charges codes

below:

• AST - Assists



• DSC - Discounts


• HAN - Handling






• PRO - Proceeds


Optional Blank


Optional Blank

Amount ($) The field is to display the charges in monetary amount. Users are able to enter the charge by % or monetary amount, but not both for a charge row.

Optional Blank

Currency The field is to display the currency for the monetary amount Optional Blank

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declared for a charge row.



Mandatory Yes



Mandatory Yes

Duty Rates Tab Preference Scheme








Levy Rates Tab Type This is the field to display the Levy type which is applicable to


Reference File



Rate (per Unit)

This is the field to display the levy rate per unit. N/A Customs Reference File



Archiving Parts The following screens can be used to archive parts that have not been used for an extended period of time.

Once a record has been entered in the Archive Parts screen, a cron job is run daily to move the parts from the Parts Masterfile to the Archived Parts screen; this Archived Parts screen is a copy of the Parts Masterfile.

NOTE: If a part has been archived then it will not show in the Parts Zoom, however you can manually enter the archived part number in the Suppliers Invoice – it will then automatically be back in the Parts Masterfile. (This scenario does not apply to the Shippers Invoice)

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Customer Code

Enter in the Client Code that you want to archive the parts against. NOTE: This code is the Client Code in the Parts Masterfile.

Mandatory Blank

Date Part Last Used

The date entered in this field, archives parts that have been ‘Last Used’ before this date. For Example; If 01/01/2015 has been entered – then it will retrieve any part that was ‘Last Used’ before this date. NOTE: If the ‘Last Used’ field in the Parts Masterfile is blank then it will also archive the parts.

Mandatory Blank

Posted This indicates if the record has been posted. Once the cron job (ARCH_PARTS) has been run this indicator changes from NO to YES. Read Only field. NOTE: You are not able to amend the details once the record has been posted.

N/A NO

Added By This is the name of the user that added the record. Read Only field.


On This is the date that the record was added. Read Only field.


Once the part is archived, the details will then be shown in the Archived Parts screen.

Update Delivery Date Expedient allows users to batch update Jobs in which delivery dates are required. The below screens allows many jobs to be updated at the same time. Delivery Dates can be supplied for Air, LCL and FCL jobs. Individual containers can be selected to

provide a Delivery Date using the zoom button in the Container column.

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Once the user inputs the jobs and the Delivery Dates and the Signatory, then Expedient will ask the following:

If the user answers yes then Expedient will immediately update the job and return the following:

If a job record is locked Expedient will not be able to update the job. If a job record is locked Expedient will not be able to update the job. This will display a “No” In the Posted column. Once successfully completed the process updates the Delivery Date in the Job Registration screen. See below:

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Any containers on the job will have the Delivery Date and Time inserted in the Container Details tab and if the job is FCL the Delivery Date, Time and Signatory will be updated in Container Management. A CDD, Container Delivery Date, event will be created against each container and when the final container is delivered a DDEL, Date Delivered, event will be created for the whole job indicated the job has been fully delivered. A ‘DOD’ event will be created for each job listed in the Update Delivery Screen. The event can be found in the Job Registration screen from the Options menu. Load Delivery Dates File The toolbar button, Load Delivery Dates file, in the Update Delivery Date screen allows upload of a file containing delivery date, time and signatory information. This can be used to provide the delivery date for air cargo, LCL or FCL or FCX jobs. The file must be in the following format with the columns in the order indicated.

10. Job Number (mandatory) 11. Container Number (optional) 12. Delivery Date (mandatory) 13. Delivery Time (Optional) 14. Signatory (Optional)

Sample File

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Expedient will check that the mandatory columns are present in the file. Expedient will also check that the job number provided is a valid job number. The details of the file will be uploaded into the Update Delivery Screen and can be further updated here before posting and updating the listed jobs.

Landed Costing

After you have created a Supplier Invoice and job (and preferably prepared charges) users can create and print a Landed Costing. Users have the option of creating a Multiple Currency/Supplier Landed Costing or a Single Supplier/Currency Landed Costing. This can be performed in the Customs menu in the Job Registration Screen, or from the Customs Clearance Main Menu, Landed Costing folder, Landed Costing or Legacy Single Supplier Costing, Single Suppliers/Currencies

By clicking the button or typing A will place the cursor in the input screen in Add Mode. See below:

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Client This is the Client Code and Name. This is a no entry and is for display purposes only

N/A From Job Registration

Job No This is the Job Number. This will automatically populate if you can entered this screen via the Job Registration. This field is followed by the Department Code for the Job

Mandatory From Job Registration or Blank if

from Menu

Extn Code This field will appear if your site using External Codes. This field will show the External Code for the Client

N/A From Job Registration

Unit Cost Uplift This is the Unit Cost Uplift percentage to be applied to the Landed Costing

Optional Blank

VFD This is the Value for Duty. Optional From the Customs

Entry

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Currency This is the Currency on the Supplier Invoice Optional From the Supplier Invoice

+/- Inv. Adj This is the percentage invoice adjustment Optional Blank

Exch Rate This is the Exchange Rate at the time of the Supplier Invoice

Optional From the Supplier Invoice

$NZD Value This is the New Zealand Dollar Value Optional From the Supplier Invoice

Duty Paid This is the amount of Duty Paid on the Customs Entry Optional From the Customs

Entry

Duty Calc This is the amount of Duty Calculated on the Customs Entry

Optional From the Customs

Entry

Levy Paid This is the amount of Levy Paid for the Landed Costing. This value can be updated.

Optional From the Customs

Entry

Levy Calc This the value of the Levy from the Customs Entry N/A From the Customs

Entry

Difference Duty Calc minus Duty Paid N/A System Generated

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Landing Charges

Enter the Landing Charges as you wish them to appear on the Landed Costing. Charges Include:

• O’seas Freight

• Port Chgs/IDF

• Delivery Order

• Customs Entry

• EDI Fee

• Additional Line

• Forestry

• Courier

• Cartage

• ITF

• Other

Optional Blank

Invoice Value Line Total

This is the total of all of the line items on the Supplier Invoice, as entered by users

N/A From Supplier Invoice

Invoice Value Cost Uplift

This is the calculation of all of the Cost Uplift values on the Supplier Invoice as calculated by the system.


Invoice Value Line Calc

This is the calculation of all of the line items on the Supplier Invoice as calculated by the system.


Invoice Value Difference

Line Total minus Line Calc


Weight/Volume Line Total

This is the total of all of the weight items on the Supplier Invoice, as entered by users


Weight/Volume Line Calc

This is the total of all of the weight items on the Supplier Invoice, as calculated by the system


Difference Weight Line Total minus Weight Line Calc


No Lines This is the number of Supplier Invoice Lines


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The following charges at supplier invoice line level will be regarded as "Cost Uplift" in Landed Costing Screen>Details Tab, if they have not included in the invoice line value yet.

• AST - Assists



• HAN - Handling


• PAC - Packing Costs

• PRO - Proceeds


Note:

1. If the charges above has been included in the invoice line value, it will not be treated as “Cost Uplift” in landed costing screen>Details Tab.

2. If the charges above has not been included in the invoice line value, regardless if they are included in the invoice total or not, it will be treated as “Cost Uplift” in landed costing screen>Details Tab.

3. All charges above at declaration or invoice header level will not be proportioned down to lines level and treat as “ Cost Uplift” in landed costing screen>Details Tab.

4. "Cost Uplift" field in Landed Costing Screen>Details tab display the value in invoice Currency.

For Example:

Invoice Line level charge table

Only 2-4 charges will be treated as “Cost Uplift”, as 1 has been included in the line value.

Jobs Reports This below menu displays the different Job Reports:

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Parts Reports

This below menu displays the different Parts Reports:

TLF Reports This below menu displays the different TLF Reports:

Legacy Customs This folder keeps all the legacy function/reports which may be used prior to TSW. If you run the report in this folder, it will not include any TSW data.

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Customs Notifications This below menu displays the different customs notifications.

Customs Reference Files The screen display the exchange rates published by NZCS and applicable for this period.

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Appendix I - Overview of Expedient TSW Application

Release 21/06/18 - Overview of Expedient TSW Application (NZ) Overview of Expedient TSW Application

The Expedient TSW Application is being developed to cater for TSW Messages developed by the New Zealand Customs Service (NZCS) and the Ministry for Primary Industries (MPI). Under the new application, one TSW message will be passed over to different agencies (NZCS, MPIBIO, MPIFOOD) if required for processing.

Message Format The new Expedient TSW Application is designed and based on an international data model managed by a United Nations committee and the World Customs Organization (WCO) in accordance with the requirement of the New Zealand Customs Services. New XML message will replace the current EDIFACT message. The message details are able to view via EDI History toolbar button on the declaration screen.

TSW application developed in Expedient Expedient aims to deliver the following messages to replace the legacy messages. All the messages except ICR will be available for users at stage one. ICR will be developed after

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NZCS finalises its specification documentation which is currently under NZCS’S internal review and the deadline is unknown.

• Import Declaration (IM1) - IM1 message will replace the legacy import Declaration.

• Export Declaration (EX1) - EX1 message will replace the legacy Export Declaration.

• Cargo Report Export (CRE) - CRE message will replace the legacy Export ECI Entry.

• Outward Cargo Report (OCR) - OCR message will replace the legacy Outward Report.

• Inward Cargo Report (ICR) - ICR message will replace the legacy Import ECI Entry. The message will be available on phase two.

On top of standard customs messages, we have also re-designed the following screens

• Supplier’s Invoice - TSW Supplier’s Invoice will replace the legacy Supplier’s Invoice.

• Shipper’s Invoice - TSW Shipper’s Invoice will replace the legacy Shipper’s Invoice.

Menu Options When TSW Application are delivered to the sites, all the legacy functions and reports will be moved to “Legacy Customs” folder under their main menu folders. User are still able to submit message via legacy channel through Expedient until NZCS has completely shut down the message channel. However, Expedient strongly suggest users to lodge new submissions via TSW Application after they are delivered.

i.e.

When TSW Application are delivered to the sites, Legacy Import Declaration, Legacy Supplier Invoice, Import ECI Entry, eBACCa Application, Legacy Job Report will be archived to Customs Clearance>Legacy Customs folder.

Communicating with different agencies User are able to submit one message (i.e. Import Declaration) to communicate with all relevant government agencies (i.e. MPIBIO, MPIFOOD). eBACCa will be replaced by IPI (primary Industries) Import Declaration. If the goods were released by MPI, the Biosecurity Authority Clearance Certificate like below will be attached on the response message and saved to Job Documents in Expedient automatically.

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Training Videos The following TSW training videos are available

• Supplier’s/Shipper’s Invoice

• Import Declaration

• Export Declaration

Web link: http://expedientsoftware.com.au/news/videos/

User Name: training

Password: Tr@1n1ng

The user name and password will only be valid from 21st May 2018 – 30th July 2018. After the deadline, users should contact with Expedient Support for new User Name/Password if they want to access the videos.

New Features in TSW Application ATTACHMENT Attachment submitted to TSW

In new TSW messages, users are able to attach documents and send to customs/MPI when the messages are submitted. The documents should be saved to Job Documents (Consol documents for OCR) in order to be attached to the message. The following formats are approved attachment formats by TSW.

• application/pdf = pdf

• text/csv = csv

• image/tiff = tiff

• image/gif = gif

• image/png = png

• image/jpeg = jpeg

• spreadsheet = xlsx

• word document = docx

http://expedientsoftware.com.au/news/videos/

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Please note that the following formats are not approved by TSW and may not be accepted by TSW system.

• text document/txt = txt

• spreadsheet = xls (Microsoft Excel 97-2003 Worksheet)

• word document = doc (Microsoft Word 97 - 2003 Document)

Attachment Received from TSW

In New TSW messages, if TSW has responded with attachment, it will be saved to the Job documents automatically. Users are able to access them in the job registration screen. Currently the only attachment which may be returned is from MPI.

VALIDATION TOOLBAR BUTTON Validation Toolbar button has been added to all messages and users are able to click the validation toolbar button to do customs validation check. The Error or Warning message will display in the validation window.

Warning Message

Warning message will not stop user to submit message to TSW. It just reminds users to pay attention to the scenario. The warning message will display in yellow.

Error Message

If users have an error message on validation check, they are not able to submit the message to TSW, unless the error has been fixed by users. The error message will display in red.

RE-PREPARE Re-prepare function has been added to all TSW messages and are available when the declaration screen is in update mode. The function will allow user to update the fields which can’t be edited directly from declaration (i.e. Flight No.). If the field is editable from declaration, it will not be re-prepared and users need to update it in the declaration. The function will ensure consistency between Job registration and declaration submitted. Users need to update the Job/Consol before the declaration can be amended and re-submitted to TSW.

i.e.

In order to update Flight No. in Import declaration, users need to update the flight number in the Job/Consol registration and then click “Re-Prepare” in update mode to re-populate the new Flight No. to Import Declaration.

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BETTER VISIBILITY OF SUBMISSION INFORMATION In the new TSW application, users have better visibility of the information submitted to TSW. All the information submitted to TSW is available in the declaration screen, users don’t need to shift to the different programs in order to obtain the information submitted.

Further Information The following Fact Sheets are also available for users’ reference:

• Fact Sheet_Expedient TSW Import Declaration

• Fact Sheet_ Expedient TSW Export Declaration

• Fact Sheet_ Expedient TSW Cargo Report Export

• Fact Sheet_ Expedient TSW Outward Cargo Report

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Appendix II - Expedient TSW Import Declaration Overview

Release 21/06/18 - Customs Clearance (NZ) - TSW Import Declaration

Expedient TSW Import Declaration Overview

The Expedient TSW Import Declaration is designed to replace the legacy Import Declaration submitted via B2B channel. In the TSW Import Declaration, users are able to submit an import declaration to clear the cargo from NZCS, MPIBIO & MPIFOOD. When the import declaration is submitted, 3 responses message will be received from NZCS, MPIBOI & MPIFOOD to indicator the status of each agency.

i.e.

The example below indicates that the import declaration is cleared from MPIBIO.

Note: Under current TSW business rule, if the import declaration is submitted and held by MPIBIO and/or MPIFOOD, no further response will be received by users from MPIBIO and/or MPIFOOD if amended import declaration is submitted until the import declaration is cleared from them.

The new fields required The following fields are new fields which may be required by TSW Import Declaration:

Header Level: • Master Bill & House Bill

• Change Reason

• Handling Information

• MPI Account code

• Carrier Name

• Shipment Origin

• Nature of Transaction

• Location of Goods code

• Total Freight and proportioning method

• Deliver to party and address

• Delivery Notification code / name and email

• Container pack location name and address

• Supplier code/ name/address/contact

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• Importer Address/Contact Person/Contact Detail

• Completion of Temporary / Sight Original TSW number

• IMO/Lloyds number

• Attachment

Line Level: • Lot number

• Product Best Before Date

• Intended use text and code

• Hazardous Goods code

• Other classifications (i.e. Zoological/Cultivated Plants Nomenclature)

• Constituent name and quantity

• Grower name and address

• Manufacturer name and address

• Producer name and address

• Itinerary

• Identity type and number

• Product type and name

• Product characteristic type and code

• Storage, minimum and maximum temperature

• Treatment provider

• Gross weight item level

• Nett weight item level

• Region of Origin

• Shipping Marks

• Seller name and address

• Line level number and type of packaging

• Line level packaging material

• Line level packaging volume

• Royalties

• Commissions

Structure of TSW Import Declaration When the import declaration is created, the following tabs will be available in the import declaration screen.

• Import Declaration Tab – Display declaration header information

• Containers/Pallets Tab – This tab is only available for Sea Cargo

• Invoices Tab – Display invoice header information

• Declaration Lines Tab – Display invoice lines information

• Attachments Tab – To attach documents on the message

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New feature in TSW Import Declaration CONSOLIDATED STATUS Consolidated status is the status set by Expedient for users’ ease of reference. It combines all statuses from different agencies.

• Cleared – When Clear status is received from all agencies.

• Held – When Held status is received from any agency, but no Error/Cancelled status is received from any agency.

• Error – When Error status is received from any agency.

• Cancelled – When cancellation request is sent and approved by NZCS.

DECLARATION TYPE There are 3 kinds of declaration type users are able to select from Expedient TSW Import Declaration.

• Normal – The option is only available when supplier invoice is created. Users are not allowed to amend declaration line details from import declaration directly. It needs to be updated via supplier invoice screen.

• Express – This option is available when supplier invoice is not used/created. This option allows users to update the import declaration lines directly in the Import Declaration Screen.

• Multi-job – Multi-Job option would allow users to combine multiple jobs and submit one import declaration.

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If Declaration Type is selected as “Multi-job” (Supplier invoice must be created for Multi-job function), a screen as below will pop up with a list of job numbers which match the job selection criteria. Only the available Job

numbers will be able to select.

MESSAGE TYPE The message type dropdown box will be available for users to select in message type. IPI Import Declaration is the new import declaration message to replace eBACCa and this message will only be transmitted to MPIBIO & MPIFOOD, not NZCS.

CONSOLIDATION TYPE The Consolidation type will have 3 options for users to select.

• Supplier Part Number – The invoice line in supplier invoice screen with same part number will be combined into an entry line in import declaration.

• TLF - The invoice line in supplier invoice screen with same TLF will be combined into an entry line in import declaration

• Not Consolidated – The invoice line in supplier invoice screen will appear as an entry line in Import Declaration.

Multi-Job Entry

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TRANSACTION TYPE The transaction type has two options as below.

• Original – All new import declaration should use this option. When an import declaration is created, Expedient will default the transaction type = Original unless changed by users.

• Completion - The option is used to complete Sight Entry or Temporary Entry submitted previously.

QUEUE DATE The Queue Date allows user to set tomorrow onwards to submit an Import Declaration automatically.

OVERRIDE When Override is set as “Yes”, by the time when entry is submitted, the Override Processing Reason will need to fill out.

DUTY, TAX & FEES Itemised Duty, tax and fees will be available at both declaration level and line level.

Header level

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CHARGES The following charges are available to enter in to Import declaration.

• The charge can be entered as % or monetary amount.

• Apportion By is available for users to apportion charged by value, volume and weight.

• Charge entered in this section are the charge which is applicable to all invoice or invoice line and has not been included into any invoice yet.

• Consolidated Charges will consolidate the charge amount registered at different level together.

• Declared Charges are the charges which will be reported to customs.

o Freight Cost = OFT + FIFT (Oversea Freight + Foreign Inland Freight)

o Insurance = ONS

o Commission = CMO + CMB (Other Commission + Buying Commission)

o Royalty = ROY

ATTACHMENT The attachment function allows user to attach files in Job>documents and send to TSW.

Line value

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TOOLBAR BUTTON 1. Parties registered across the import declaration will be available in

this toolbar. If it’s in update mode, users are able to override the default data.

2. Currencies used across the import declaration will be available in this toolbar. If it’s in update mode, users are able to override the default data.

3. Validate toolbar will provide error/warning message to users before submission.

4. Re-prepare function will allow user to re-set the value in the field to default value. This function is similar to re-post in legacy import declaration.

Only uneditable fields in IM1 are allowed to be reprepared. e. container type will be populated from job when the declaration is created, but it will not be able to reprepared, as the field is editable field and it allows users to edit directly in import declaration.

Note: The legacy re-prepare function to re-calculate the entry is not existing anymore in TSW Import Declaration, as the system will do calculation automatically when the new import declaration is saved.

Parties

Currencies

Validate

Re-prepare

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Appendix III – Supplier’s Invoice Overview

Release 21/06/18 - Customs Clearance (NZ) - Supplier's Invoice (Also applicable to Shipper's Invoice)

1. Supplier’s invoice can be accessed by two ways:

1. Via Import Job Screen (not currently functioning yet in beta version)

2. Via Menu Option – Customs Clearance>Supplier’s Invoice

2. When Users opens the supplier invoice screen, they need to Click “Find” toolbar button to find the job in Supplier’s Invoice.

1. Click “Find” in tool bar button and screen below will pop up.

2. Enter “Job Number”, “Invoice No” or any search field/s to allocate the job in supplier invoice.

3. When Job number is allocated in supplier invoice, the following screen will display

3. Users need to click “Add” (in the screen above) to create the supplier invoice for the job.

1. Users need to fill out the fields in both Invoice Header tab & Lines tab.

2. Invoice can be entered with the following 3 ways

1. Enter Manually in Supplier’s Invoice Screen

2. Via “Load Invoice File” toolbar option (in Update mode)

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3. Via Sundry -> Down Load Data Files -> Load Import Invoice File

4. If the invoice is loaded via load process, when users click the Invoice No Zoom button, the available loaded invoice will populated in the pop-up screen for selection.

5. In view mode, User is able to view the summary of Header Qty V.S. Line Qty and Header invoice value v.s. total Line Value.

1. If users click the job in the navigation bar, the summary display is the total summary for all invoice in the job.

2. If users click the invoice line in the navigation bar, the summary display is the summary of the invoice only.

3. If there is no discrepancy between the header and line, the summary will display in white background (i.e. Summary of Qty). If there is discrepancy between Header and line, the background colour will be in red (i.e. Summary of Value).

6. In view mode, Users are able to do the following:

View Multiple Invoices Simultaneously

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1. If a job has multiple invoices, clicking on the job folder in the navigation pane will display the consolidated invoice lines across all invoices

Invoice Options Pane

1. Copy Supplier invoice to destination job.

2. Delete Supplier Invoice

Line Filters Sections

1. Show Unclassified Line – display only the line/s with unclassified parts

2. Show Missing Required Data – display only the line/s with required data missing.

3. Users are able to customs filter configuration by clicking Edit in Line filters section to filter the lines by customised criteria. i.e. Country of Origin = AU, Duty Rate = 5% etc.

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Classify Parts:

1. Users can classify parts by the following ways:

1. Click “Unclassified Parts” in toolbar to classify party manually.

2. Users are also able to Run “Unclassified Part” Report from Print Menu Option and reload it back to Expedient with TLF.

1. Load Part File can be accessed via

1. Supplier invoice>Load Parts File (Toolbar)

2. Supplier invoice>Load>Load Parts File

3. Sundry>Down Load Data Files>Load Parts File

Upload “Unclassified Parts” File

7. Users are able to just add TLF in “Unclassified Parts” report generated from supplier’s invoice and load the file via “Load Part file” function (Select “Unclassified Parts” Template in Part file Load function) to register parts into Part Masterfile.

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8. In Update Mode, users are able to do the followings:

1. Load Invoice file – Upload invoice file to supplier invoice.

2. Mass Update – Update all invoice line with a unique value. (i.e. Update Preference from NML -> AU)

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Line Field Access

1. Users can click “Allow Full Access” button to unlock all available locked fields

2. Alternatively, users are able to use “Custom Configuration” button to unlock selected locked fields.

Line Filters

1. Users are able to access this function in both update and view mode. (Refer to Line Filters in View mode)

Reset Options

1. Users are able to reset the invoice line to the default. (ie. If country of Origin in part Masterfile is AU, but users change it to US. When Reset is clicked, it will be changed back to AU.

2. Alternatively, users are able to use “Custom Reset” to specify which field to be re-set by clicking Edit in Reset Options section.

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Charges Code:

9. A List of break-down items are available for users to enter in invoice header level and/or Invoice line level.

Codes:

10. Code are able to enter in the line level as required.

1. Code can be populated from Part Masterfile is registered or manually entered by users in supplier invoice.

2. Source field in Code tab will indicator if the code is from Part or manual entered.

Customs Quantity:

11. There are two kinds of Customs Quantity may require to be entered – Statistical Qty & Supplement Qty. The field are only allowed to enter if the Statistical/Supplement Unit displays. Users may allow need to click “Allow Full Access” to unlock the field.

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New Features:

12. New features available in TSW Supplier Invoice.

1. Multiple invoices will display in one screen.

2. Validation Button is available to do validation check when supplier invoice is completed.

3. Use TLF in Supplier invoice for classification without creating a new part in Part Masterfile.

1. Enter part number and description

2. Enter TLF directly in the TLF field without using “Classify Party” toolbar button to register the part in part masterfile.

3. This system option can also be turned off by Expedient Support if any site doesn’t need the function.

4. Reset selected fields to default value.

5. Mass Update invoice lines with a new value.

6. Lock and Unlocked selected fields as required.

7. Filter invoice lines as required.

8. The new supplier invoice can handle multiple Currencies. (i.e. Goods are charged by USD, but the freight is charged by NZD).

9. Users are able to specify “Commission”, “Royalty” and other charges and save in supplier invoice.

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10. Multi-job Supplier invoice is available. Users are able to combine multiple jobs and lodge a multi-job import declaration/Supplier Invoice.

11. Charges can be apportioned by Weight, Volume or Value.

12. Charges are able to enter in Invoice header and line level as required.

13. System is able to handle the charge items already included in invoice and/or invoice line and automatically calculate the customs value in NZD.

14. Users are able to save the supplier invoice if there is a validation error and fix up the error later on. (i.e. if Statistical Quantity is missing, users are able to save the supplier invoice and add Statistical quantity later on.)

15. Invoice Listing and Invoice/Declaration Line Report will be available in Supplier invoice.

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Appendix IV – Part Masterfile Modification (NZ)

Release 30/05/18 - Part Masterfile Modification (NZ) The following modifications have been completed for Part Masterfile:

1. The following fields are removed from Part Masterfile:

• Net Weight KGS

• Gross Weight KGS

• Cost Uplift (%) - The data will be migrated to "Add - Other Additions" in Charges table.

• Cubic Volume

• Quantity Factors

• Landed Costing Volume Factor

• SKU Alt Cli Part

• Group

• Discount % field in Duty Rate Table

• NZD Amount per Gram Lead column in Duty Rate Table

2. Package type has been modified from free text field to standard 2 characters package type code allowed by NZCS.

3. Packages & Measurements table has been added to Part Masterfile. Users are allowed to enter different factors in the table, so that it will automatically populate the respective value in Supplier Invoice/Import Declaration, as long as the package Qty is entered.

i.e.

Package Type in Default Part Information = CT (This package type will populate to supplier invoice/Import declaration as default package type.)

Package Type in Packages & Measurements = CT

When 10 is entered as Package Qty and CT is entered as Package Type in supplier's invoice or import declaration screen, the following value will populate automatically in to the respective fields in Supplier's Invoice or Import Declaration Screen.

• Gross Weight (KGM) = 1*10 = 10

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• Net Weight (KGM) = 2*10=20

• Volumn (MTQ) = 3*10=30

• Statistical Quantity = 4*10=40

• Supplementary Quantity is disabled, because the data is not required by TSW for the Tariff 0409000009D.

Note: If Package Type in default Part Information is not CT for the scenario above, the value will not be populated to the respective fields, as the factors stored in the parts are based on the Package Type as CT.

4. Charges table has been added to Part Masterfile. Users are able to select different charge types from drop down list.

5. Levy table are also added to Part Masterfile for user's ease of reference.

6. New TSW code have been added into Code information. "Legacy/TSW" column and "Import/Export" Column has been added into code zoom window.

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7. The following fields are added to Part Masterfile:

• Country of Export

• Shipping Marks

• Region of Origin

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Appendix IV – TLF Masterfile Modification (NZ)

Release 30/05/18 - TLF Masterfile Modification (NZ) In order to cater for TSW application, NZ TLF Masterfile has been re-designed with the followings changes:

1. The new layout of TLF as below:

2. TLF Type field has been removed from TLF Masterfile.

3. Alt Tariff field has been removed from TLF Masterfile.

4. "GST Exempt?" field has been added to TLF Masterfile. The field is not editable field. The system will indicate if the tariff has GST Exempt or not based on the reference file provided by NZCS.

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5. Levy and Levy Type has been moved to Levy table. The full name of Levy Type will also display in the table.

6. Discount % column and NZD Amount per Gram Lead column have been removed from duty table.

7. New TSW code have been added into Code information. "Legacy/TSW" column and "Import/Export" Column has been added into code zoom window.

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Appendix VI – Report Modification (NZ)

Release 21/06/18 - Report Modification (NZ) In order to cater for TSW Application, the documents/reports have been modified/Added/Removed as followings:

Screen: IMPORT DECLARATION SCREEN:

• Import Declaration (Print)

• Import Delivery Order

• Entry Line Analysis Report

Note: Health Permit documents is not available in the phase I.

SUPPLIER'S INVOICE SCREEN: • Invoice Listing

• Invoice/Declaration Lines

• Unclassified Parts

EXPORT DECLARATION SCREEN: • Export Declaration (Print)

• Export Delivery Order

• Entry line analysis Report

SHIPPER'S INVOICE SCREEN: • Export Invoice Listing

• Unclassified Part Report

• Export Document toolbar

o Commercial Invoice

o Packing List

o Certificate of Origin

o Combined

CARGO REPORT EXPORT SCREEN: • CRE Delivery Order

OUTWARD CARGO REPORT SCREEN: • OCR Delivery Order

Report Modification in Menu Options The following reports are modify to cater for TSW data. Some of them are only applicable to TSW, while the others may be applicable to both legacy and TSW Data.

CUSTOMS CLEARANCE: • Deferred Duty Report (Legacy & TSW Data)

• Job Report

o Generic Job CSV (Legacy & TSW Data)

o Invoice Line Item Breakdown (TSW data only)

o Unclassified Parts (Load File) (TSW data only)

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▪ The file can be loaded directly to Part Masterfile via "Load Part File" function.

o Unclassified Parts Report (TSW data only)

o Invoice Line Details by TLF (Legacy and TSW Data)

o VFD and Duty Paid (TSW data only)

o Date Job/Lodgement (Legacy and TSW Data)

o Clients - No. Jobs/Lines/IMD (TSW data only)

o Client - Users/Job/VFD (TSW data only)

o Entry Line Analysis Report (TSW data only)

o Customs Entry Users Stats (TSW data only)

o Declaration / Invoice Lines (TSW data only)

o Supplier Invoice Listing (TSW data only)

• Part Report

o Part Classification Job (TSW data only)

o Part Duty Analysis (Legacy & TSW Data)

AIR/SEA EXPORT FORWARDING: • Entry Line Analysis Report (TSW data only)

LEGACY REPORTS: The following reports are legacy reports which have legacy data only and may not fully support for TSW.

• Legacy Job Reports (Customs Clearance -> Legacy Customs -> Job Reports)

o Invoice Line Item Breakdown (Legacy data only, New version is created for TSW)

o VFD and Duty Paid (Legacy data only, New version is created for TSW)

o Clients - No. Jobs/Lines/IMD (Legacy data only, New version is created for TSW)

o Clients - Users/Jobs/VFD

o Entry Line Analysis Report (Legacy data only, New version is created for TSW)

o Print Customs Entry User Stats

o Invoice in Line Order

o Invoice TLF Order

o Invoice Summary

o Invoice Sum Consolidated

o Invoice TLF Order Consolidated

o Dates Job/Invoice/Lodgement

o Unclassified Items (Legacy data only, New version is created for TSW)

• Legacy Parts Reports (Customs Clearance -> Legacy Customs -> Parts Reports)

o Part Classification Job (Legacy data only, New version is created for TSW)

o Part, Description, Rate

o Top Parts Per Client

o Customer Parts By Value

o Top Parts Client - Origin

o Top Parts by Duty - Client

• Legacy TLF Report (Customs Clearance -> TLF Reports)

o TLF List with Rates

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o TLF without Duty Rates

o Top TLF Per Client

o Top TLF by Duty - Client

• Legacy Customs (Air/Sea Export Forwarding -> Legacy Customs)

o Entry Line Analysis Report (Legacy data only, New version is created for TSW)

AUTOMATIC REPORTS: • ENTRYLINNZ – (LEGACY) ENTRY LINE ANALYSIS REPORT (Legacy data only, New

version is created for TSW)

• ENTRYLINNZ1 – ENTRY LINE ANALYSIS REPORT (IMPORT) (TSW data only)

• LODGEMTHNZ - ENTRY LODGEMENT MONTHLY REPORT (Legacy & TSW Data)

• LODGEWKNZ - ENTRY LODGEMENT WEEKLY REPORT (Legacy & TSW Data)

• MTHPARTDNZ - MONTHLY PART LEVEL DUTY ANALYSIS (Legacy & TSW Data)

• MTHPTCSVNZ - MONTHLY PART LEVEL DUTY ANALYSIS CSV (Legacy & TSW Data)

• NZCUSDEF - DEFERRED CUSTOMS DUTY REPORT (Legacy & TSW Data)

• PARTCLASNZ - PART CLASSIFIED REPORT FOR NZ (Legacy & TSW Data)

Note: For any report which is not listed above, it means that the report is not impacted by new TSW system and will continue to work as normal.

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Appendix VI – TSW Application Event (NZ)

Release 21/06/18 - TSW Application Event (NZ)

The following events are created for TSW Application.

Supplier's Invoice: • SIA - SUPPLIER INVOICE ADDED

• SIU - SUPPLIER INVOICE UPDATED

• SID - SUPPLIER INVOICE DELETED

• SICC - SUPPLIER INVOICES COMPLETE

• PARC - PARTS CLASSIFIED

Import Declaration: • IMDA - IMD ADDING - COMPILER

• IMDU - IMD UPDAT

• IMDD - IMD DELETED

• IMDC - IMC CANCELLED

• IMDV - IMD SUCCESSFUL VALIDATION

• IMCL - IMD CONSOLIDATED STATUS CLEAR

• IMER - IMD CONSOLIDATED STATUS ERROR

• IMHD - IMD CONSOLIDATED STATUS HELD

• IMWD - IMD CONSOLIDATED STATUS WITHDRAWN

• DOL - DATE OF LODGEMENT

• DOC - DATE OF CLEARANCE (ATD)

• DUTP - DUTY PAID

• EH - ENTRY HELD

• NREJ - NZ ENTRY - REJECTED

• NEFD - NZ ENTRY SUSPENDED - DOCS

• NEXR - NZ ENTRY SUSPENDED - EXAMINATION

• NICN - NZ ENTRY - AWAIT RESPONSE

• NCSH - NZ ENTRY - REQUIRE CASH ENTRY

• PN12 - CUSTOMS ENTRY (PRINT)

• PNDO - NZ CUSTOMS DELIVERY ORDER

Shipper's Invoice: • INVA - SHIPPERS INVOICE ADD

• INVU - SHIPPERS INVOICE UPDATED

• INVD - SHIPPERS INVOICE DELETED

• ESIA - EXPORT SHIPPERS INVOICE ADDED BY EDI

Export Declaration: • EENA - EXPORT ENTRY ADD

• EENU – EXPORT ENTRY UPDATE

• EENV – EXPORT ENTRY VALIDATED

• EENC - EXPORT ENTRY CANCELLED

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• EEND – EXPORT ENTRY DELETED

• EH - ENTRY HELD


• PNEN - EXPORT ENTRY PRINT



• NREJ - NZ ENTRY – REJECTED

• NEXR - NZ ENTRY SUSPENDED - EXAMINATION

• NICN - NZ ENTRY - AWAIT RESPONSE

• NCSH – NZ ENTRY – REQUIRE CASH ENTRY

• NEFD - NZ ENTRY SUSPENDED – DOCS

Cargo Report Export: • CREA - CARGO REPORT EXPORT ADD

• CREU - CARGO REPORT EXPORT UPDATE

• CREV - CARGO REPORT EXPORT SUCCESSFUL VALIDATION

• CREC - CARGO REPORT EXPORT CANCELLED



• CREJ - CARGO REPORT EXPORT REJECTED

• CRED - CARGO REPORT EXPORT DELETE

Outward Cargo Report: • OCRA – OUTWARD CARGO REPORT ADD

• OCRU - OUTWARD CARGO REPORT UPDATE

• OCRV - OUTWARD CARGO REPORT VALIDATE


• OCRD - OUTWARD CARGO REPORT DELETE

• OCRC - OUTWARD CARGO REPORT CANCEL


• OCRJ - OUTWARD CARGO REPORT REJECT

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Appendix VII – GST on Low Value Goods changes (IM1)

Release 25/11/19 – Customs (NZ) – GST on Low Value Goods changes (IM1) Import Declaration

1. Other Information Codes OSR, OSP & LVX are added to the following screens

• Part Masterfile

• TLF Masterfile

• Supplier Masterfile

• Supplier Invoice

• Import Declaration (Line Code)

2. OSP – O/S Supplier Prepaid GST Indicator

• The code is used to indicate if GST has been collected by an online vendor.

• Two value Y/N are available as options

• If Yes is selected for High Value Goods, GST is payable on Duty/Levy at the border. (GST is not charged on Freight & Insurance)

• If No is selected for High Value Goods, full GST is payable on current logic at the border.

• If Yes is selected for Low Value Goods, GST is not payable at the border.

• If No is selected for Low Value Goods, GST is not payable at the border.

3. OSR – O/S Supplier GST number

• The code is used to declare the O/S supplier’s GST registration number in IRD.

• The value will be validated by TSW.

4. LVX – Low Value Goods Exclusion

• The code is used to indicator the goods which are excluded from Low Value Goods Processing

• Duty/GST needs to be paid as normal at border irrespective of the value.

• The goods are allocated on tariff group 2203, 2204, 2205, 2206, 2208, 2402, 2403

5. No Combined Fee is payable if the total customs value for the import declaration is not greater than NZD 1,000.

6. If the Date of Import on Import Dec is before 1st Dec 2019, current duty/GST calculation logic applies.

7. If the Date of Import on Import Dec is on or after 1st Dec 2019, new duty/GST calculation logic applies.

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Appendix VIII – How to submit IPI to clear FAK Containers

1. On Sea Import Consol, create an additional job for IPI entry or create a separated job without consol.

a. Please enter Maser Bill and do NOT enter any House Bill on the job. b. Enter Container No. you would like to clear on the job>Container tab. c. Enter the other information as required.

2. After job is created, please click “Import Declaration” toolbar on the job and it will take you to Import declaration screen.

a. Click “Add” on import declaration screen, “Prepare Import Declaration” screen will pop up.

b. On “Prepare Import Declaration” screen, change Message Type to “IPI-Primary Industries Import”.

c. Click “Prepare” on “Prepare Import Declaration screen.

3. Enter Invoices header details on the IPI import declaration as required a. Invoice Number = Any Number b. Incoterm = Any

4. Enter Invoices lines details on the IPI import declaration as required a. Tariff = 8609000916L b. Description e.g. 1x FAK Sea container with 20x consignments inside.

5. Attach documents to IPI Import Declaration>Attachments tab as required. 6. Click “Submit” on Import Declaration screen.

a. The IPI entry will be submitted to MPI BIO & FOOD. (The entry will not be sent to Customs for clearance).

b. You will receive MPI BIO & FOOD Status after submission.

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c. After MPI complete the assessment, a copy of BACC should be saved to Job

documents if any.