Sea Freight Imports
Menu BE2 Option1
Bill Of Entry Recovery of lines:
This option will allow you to recover saved entries & continue framing them from
the point where they were saved.
Above is an example of the screen where on the original entry framing the F13
function key was taken to save/interrupt the entry.
PLEASE MAKE A CAREFULL NOTE OF NUMBER 3 BELOW:
1)
2)
3)
Password: The First step when registering an import file would be to
insert your password (This password would be defined by your
management and set-up by your compu-clearing consultant)
Your Name: Your name & surname would be keyed in here, it will be
printed at the bottom of the bill of entry (DA500) in the Declaration block.
Your File Name: This is a temporary name that will be assigned to the
file (usually the first six characters of your name & surname). The
function of this is that if an entry is saved then this file name would be the
key to recovering the file when the entry clerk is ready to continue
framing the entry. When all the details are captured for this screen press
the enter key. Please not that if the file same name is used to frame
another entry then the “saved” file will be deleted & replaced by the new
data. Please ensure that when an entry is saved then use another file
name if you frame another entry before recovering the saved entry.
Once the Correct file name has been captured then press enter a screen will
come up showing all the lines of the entry that have been framed.
Press enter & continue to frame the entry as normal.
Enter the file number that has been registered & enter to start framing the file.
If you had selected the F5 Function key to go to framing from registration then
the file number would have been inserted for you automatically.
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The system will default the Bill of entry type as captured on the registration
screen, but this can now be changed. Once the correct code has been inserted
press enter to proceed.
All the fields on the above screen will be populated by the data captured from the
registration screen. You can now amend the data in the Kilogram, Number of
packages, status remarks, description of goods & transport code. The number of
packages on this screen refers to the total number of packages inside all
containers, for warehousing entries this will be where the number of packages
will be captured that will be in the bonded warehouse.
PART CLEARANCE: If you select a “Y” to do a part clearance & enter the
following screen will come up.
You must on the 1st part clearance entry framed say how many part shipments
you have, each line represents one part clearance entry. The above entry is a
two part clearance, if you have more than five part clearance entries then you
can press the page down button to get more.
The packages & kilograms of all part clearances must be captured, the total
number of packages & the total kilogram value of the part clearances cannot
exceed the values in the “kilos” & “Number of packages” fields.
You will notice that the kilograms of the above two part clearance example is 100
Kg’s & the packages 10.
Once all the part clearance values have been captured press enter to proceed.
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There is now two additional fields: The “S” is the “select field & the Clr. Is the part
clearance number. Place a “Y” next to the 1st part clearance & the system will
continue to the next stage.
Above is the 2nd part clearance entry. As you can see the Unique number and
framed date is next to the 1st part clearance. You can now place a “Y” next to the
2nd part clearance to continue framing the 2nd entry.
If you no longer want to do a part clearance entry for a file, then on the above
screen key in a “D” in the “S”(select) field & the system will flag the entry as a
non part clearance & take you back to the screen where the file number gets
captured. Key in your file number again & when the screen where the part
clearance option is select a “N” (NO) & enter to continue.
DP, GR, IR & OL ENTRIES:
The above screen is where all the charges for the entry is captured:
Freight included: There are three options available here:
1) “Y” – Freight is included on the suppliers invoice.
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2) “N” – Freight is not included on the suppliers invoice.
3) “P” – The freight has been Pre-paid.
Freight Amount: Key in the freight charge in rand or the foreign currency.
Freight & charges currency: Key in the Currency code of the freight
amount. The usual freight currency code is US (United States dollars). Any
currency code can be used here, the system will however give you a warning
that the norm for this is USD if any other currency is selected when you enter
to proceed to the next screen.
Dutiable Charges: Enter any dutiable charges that are applicable here.
Line items total Value: This is the total amount of the supplier’s invoice/s.
Dutiable Charges currency: This is the currency of the suppliers invoice.
Example if the supplier’s invoice is in Euros then key in EU as the currency
code.
Dutiable Charges (INV): Enter any dutiable charges that are on the
supplier’s invoice here if applicable.
Discount: Enter the amount of any discounts here if applicable.
Non-dutiable charges: Enter the amount of any non-dutiable charges here,
this only valid for CIF & C invoices.
RIB number, date & accepted at: These three fields is where the Rib
number & date from customs will be inserted if applicable.
Bill of Sight number & date: Key in the Bill of sight number & date if the
entry is to perfect the bill of entry sight.
WE, WH, RIB & RIT Entries:
The above screen only comes up for WE & WH type entries.
The system now requires the warehouse number where the goods are to be
stored to be keyed in.
You can Search the warehouse database using a “?” or add a new
warehouse code using the “+” function.
Please see MENU MF0 OPTION 14, path from main menu 16,14 ffor the
warehouse code set-up guide.
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The above screen is where all the charges for the entry is captured:
Freight included: There are three options available here:
4) “Y” – Freight is included on the suppliers invoice.
5) “N” – Freight is not included on the suppliers invoice.
6) “P” – The freight has been Pre-paid.
Freight Amount: Key in the freight charge in rand or the foreign currency.
Freight & charges currency: Key in the Currency code of the freight
amount. The usual freight currency code is US (United States dollars). Any
currency code can be used here, the system will however give you a warning
that the norm for this is USD if any other currency is selected when you enter
to proceed to the next screen.
Dutiable Charges: Enter any dutiable charges that are applicable here.
Line items total Value: This is the total amount of the supplier’s invoice/s.
Dutiable Charges currency: This is the currency of the suppliers invoice.
Example if the supplier’s invoice is in Euros then key in EU as the currency
code.
Dutiable Charges (INV): Enter any dutiable charges that are on the
supplier’s invoice here if applicable.
Discount: Enter the amount of any discounts here if applicable.
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Non-dutiable charges: Enter the amount of any non-dutiable charges here,
this only valid for CIF & C invoices.
RIB number, date & accepted at: These three fields is where the Rib
number & date from customs will be inserted if applicable.
Bill of Sight number & date: Key in the Bill of sight number & date if the
entry is to perfect the bill of entry sight.
IN Bond to: For We, WH & RIB (within South Africa) entries this refers to the
customs district where the warehouse is situated (Example JHB/GMR/Etc).
For RIB entries to a BLNS country the relevant district code must be keyed in
here as per the customs manual (Example BWA – Botswana).
For RIT entries the Place of exit must be keyed in here (Example the goods
are leaving the country at Beitbridge, the code would be BBR for Beitbridge).
Removal transport code: This transport code refers to how the goods are
either getting to the warehouse/leaving the country from the place of arrival.
Example: The goods arrived by ship in Durban Harbor, how are they
transported from the harbor to the warehouse, or do they get loaded directly
into the warehouse by Crane/forklift?
1 = Sea
2 = Rail
3 = Road
4 = Air
6 = unknown
Remover Code: This must only be captured if the removal transport code
selected is 3 (road). The remover is the company that owns the vehicles in
which the goods are being transported. The remover has to be registered with
customs. The remover may have lodged a road bond surety with customs to
cover the road bond surety. Please see the remover master file guide MENU
MF0 OPTION 14 , Path from main menu 16,14
Bond HLD: This must only be captured if the REMOVER does not have a
surety road bond with customs & the Clearing agent is going to cover the
surety bond for the entry on behalf of the remover: If a Bond Holder is
captured then the system will print BHR in the additional information field on
the DA500 entry. Please see the remover master file guide MENU MF0
OPTION 14 , Path from main menu 16,14
PPS: This must only be a “Y” when the REMOVER does not have a surety
road bond & the BOND HOLDER option is not being used. The result of this
being a yes would mean that a Provisional Payment is lodged with customs to
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Menu BE2 Option1
cover the amount of the road bond surety for the entry, in which case the
system will print PPS in the additional information field of the DA500 entry.
Function Keys:
F2 Unprotect fields: If you have completed framing at least one line & F7
(come back) to the above screen in order to amend a value then you would
have to F2 to unprotect the fields before the system will allow changes to be
made.
F3 Get Suppliers invoice:
Press the F3 button to “get a supplier invoice” the following screen will come
up.
Any supplier invoices that have been captured will be displayed. Place an “X”
next to the supplier’s invoice you wish to select & enter to continue.
Please note that only supplier’s invoices will be displayed that have been
captured for the Importer & supplier code that was selected in the registration
screen of the current file.
For the suppliers invoice capture guide please see MENU SI1 OPTION 33,
path from the main menu 2,33.
Once you have selected the supplier’s invoice capture the data captured will
be inserted into the relevant fields automatically. Please note that only the
“line items total, dutiable charges (INV), discount & non-dutiable charges” are
inserted as these are the only values captured on the suppliers invoice.
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FRAMING THE LINES OF THE ENTRY:
BY Tariff Headings:
You can now insert the Tariff heading for the goods and enter to continue.
Please note that the system does require the check digit.
The origin of the goods can be changed here. Please note that this origin
override is for goods, for example, that were manufactured in Germany (DE),
however the registration country of export could be England (GB).
Let us continue with the Function keys:
F1: Repeat tariff: If you have framed the previous line of the entry with a
specific tariff heading & the next line that you are going to frame has the same
tariff heading simply press F1 & the system will automatically insert the last used
tariff heading in to the field & press the enter key for you.
F3 Search descriptions:
Press F3 & the following screen will come up.
Now enter part of the tariff heading that you are searching for & enter.
The next screen will come up:
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The system will start listing all the tariff headings starting with the part of the tariff
heading you requested. You can press the page down key here to scroll down to
the next sequence of tariff headings.
Once you have found the tariff heading you are searching for simply place the
number (Found on the Right side of the screen next to the tariff description) in
the field on the bottom right of the screen & enter. The system will insert this tariff
heading into the tariff heading filed & enter for you.
F8 Search Customs tariff book:
Press the F8 button and the following screen will come up.
Now enter part of the tariff heading that you are searching for & enter.
The next screen will come up:
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The system will start listing all the tariff headings starting with the part of the tariff
heading you requested. You can press the enter key here to scroll down to the
next sequence of tariff headings provided the “Key in line to select is blank”.
Once you have found the tariff heading you are searching for simply place the
number (Found on the left side of the screen next to the tariff heading) in the field
on the bottom of the screen & enter. The system will insert this tariff heading into
the tariff heading filed & enter for you.
F9 Tariff Duty & Permit enquiry:
Press the F9 button & the following screen will come up:
Key in the Entire tariff heading that you are searching for, including the check
digit & enter to proceed to the next screen.
All the details of the tariff heading requested will now be on your screen, press
the enter button to return to the screen where the enquiry was started from.
F12 Search tariff book by word:
Press the F12 button & the following screen will come up:
Enter a word of the describing the item that you are searching for & enter to
continue.
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You will notice that even though I was searching for “Swords” the system brought
is a tariff heading for fish. Look at the 2nd last line of the 1st tariff heading & you
will notice that it includes “Sword” fish.
Key in the desired tariff heading in the field provided & enter to continue.
The system will now bring up the detailed tariff heading enquiry screen of the
tariff heading you selected. Once you are finished here F7 all the way out of this
screen, back to the screen where the enquiry began & the system will
automatically insert the tariff heading you did the enquiry on, into the tariff
capture field & enter for you to continue.
Using product codes:
If you know the product code that should be used for the line of the entry key it in
& press the enter button to continue.
The number of units & Unit price fields are not compulsory, when they are filled in
then the system will automatically calculate the value of the line. If you are
framing the entry in a foreign currency then the unit price inserted here must also
be in the foreign currency.
Press enter to continue.
You can see in the value field that the system calculated the value as 125.
This is the unit price multiplied by the number of units as keyed in on the
previous screen.
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FUNCION KEYS:
F1 Tariff:
Press the F1 key & the system will allow to frame the line by tariff heading.
F3 Search the product library by code:
Key in part of the product code the press F3 & the system will start displaying the
product codes from the partial code you keyed in.
Leave the product code blank & press F3 to start the search at the beginning of
the product library.
The product codes will now be displayed. Press enter leaving the Line selection
field in the bottom right of the screen blank to page down to the next set of
product codes.
Once you have found the product code you want to use place the line number in
the Line selection field in the bottom right of the screen & press enter to select
the product code.
F8 Search product code by description:
Press the F8 key to begin the search in product description sequence.
The product codes will now be displayed. Press enter leaving the Line selection
field in the bottom right of the screen blank to page down to the next set of
product codes.
Once you have found the product code you want to use place the line number in
the Line selection field in the bottom right of the screen & press enter to select
the product code.
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F5 Repeat product code:
Press the F5 key & the product code from the previous line framed will be
selected for the current line. Please note that at least one line has to be framed
before this function can be used.
F6 Add a new product code:
Key in the new product code in the product code field & press F6
You can now add the new product code into the product code library.
Please see the guide found on MENU MF0 OPTION 1 or 2, path from the main
menu 16,1 or 2 for this set-up.
F2 Update an existing product code:
Key in the product code in the product code field on the screen then press
F2.
You can now amend any of the details in the product code selected.
Please see the guide found on MENU MF0 OPTION 1 or 2, path from the main
menu 16,1 or 2 for this set-up.
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F4 Display Previous lines:
To display the lines that you have already framed on the entry press F4 & the
following screen will come up.
If you have more lines on the entry than what is displayed on the screen Key in
the Desired line number to display in the field provided & enter, the system will
the bring that line & the next line up. This display shows the line number, tariff
heading or product code, stats quantities, value, origin & the running total of the
lines already framed.
F10 Cancel a line:
To cancel a line that was framed incorrectly simply press F10.
The next screen will come up:
Now enter the line number that you want to cancel & enter.
The system will confirm that the line has been deleted, enter to continue.
Please note the line number on the top right of the screen under the word LINE:
The system shows that there are 5 lines. I framed three lines before canceling a
line, the cancelled line counts as a framed line, thus the line I am about to frame
is line number five. The reason that a cancelled line counts a “framed” line is that
it Contras the line cancelled (One is a + the other a – giving us Zero).
F13 Interrupt (Save) a bill of entry:
Press the F13 key to Save/interrupt the bill of entry.
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Please note that an entry can only be saved if more that five lines have been
framed.
The above screen will verify that the F13 was not pressed in error. Answer a “Y”
& enter & the system will take you to the next screen.
IMPORTANT: The file is now saved, the key to reactivate the saved file is on the
above screen, File Name,
Please note what the file name is & use this file name only when you want to
recover the saved entry.
IMPORTANT:
I have gone back into the file using the File name that I saved the file with.
If you select a “Y” here the file that was saved will be deleted.
To recover the saved file you must go to the recovery program. Path from the
main menu 2,12,1
See the recovery guide on menu BE2 OPTION 1.
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Line values & details framing:
Once the tariff heading or product code has been selected the following screen
will come up.
Information display:
On the top of the screen you will see the country of export, freight currency &
invoice currency.
The total value as well as the amounts used in previous lines & the value that is
remaining of the total supplier’s invoice value is displayed on the top right of the
screen.
Next to the values is displayed the total, used & remaining Kilograms for the
entire entry.
If a warehousing entry is being framed then to the right of the kilograms will be
the packages.
On the left of the screen is the entry line number that is currently being framed &
just below it the country of origin.
Stat unit: Key in the any stats quantities that the tariff heading call for.
If there are more than one stats quantity they will all be displayed.
On the left you will see what the stats quantity is, the above example show
kilograms.
Actual price: We will explain this field later on in this guide.
Value: This is where the value of the line being framed must be inserted.
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Permit number: Insert the permit number if applicable, Where the word free
appears in the above example is where the year for the permit number would be
keyed in. An example of a permit number would be 2004 / 12345.
V.D.N: If there is a VDN number for the supplier then it would be inserted here.
If in the Supplier’s master file a V.D.N. number has been inserted the system will
automatically insert the number here as in the above example.
T.D.N: Key in the T.D.N number if applicable.
Invoice number: Key in the suppliers invoice number here, note that if you frame
more than one line the system will automatically re-insert the supplier’s invoice
number here from the previous line framed.
Description of Goods: Key in the description of the goods for the line.
If you look on the left side of the screen you will see a F5 function key “copy
header description”. If you press F5 the description of the goods will be
automatically inserted from the tariff book on the system.
You will also notice that on the bottom right of the description of goods fields that
there is a “Save” field.
If you change the description for a tariff heading and place a “Y” in this “save”
then the system will remember/save the entire description as you keyed it in &
the next time you use the F5 function your saved description will be copied into
the description of goods fields.
Discount percentage: If there is a discount percentage applicable key it in here.
Vat Exempt: If this line must not pay vat due to a particular agreement, then
place a “Y” in this field & the system will not calculate vat for the line. The system
will also then automatically place the “VTE” code in the additional information
field of the entry.
Lastly, the bottom line of the screen will display information of the tariff heading
used. Duty, Part 2 B, surcharge & the date the tariff heading was last amended
by customs.
Actual price:
There are three options here:
Y = the value is the actual price of the goods.
Normal entry.
Z = the value is to be zero rated.
N = the value is not the actual price in which case the following screen will come
up when you enter.
The “N” option is for Cost of repair entries.
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Costing:
If your importer is flagged to do costing in the importer master file then on the line
framing the system will ask for the costing quantity & unit, the indent or order
number & the costing description. All this data will then be transferred to the
costing system & automatically be inserted when the costing is done.
Second hand goods:
Some tariff heading specify that if the goods being imported are 2nd hand then a
permit is required. If the goods are 2nd hand key in a “Y”.
Please note that the system will not let you frame the entry unless a permit
number is inserted.
Rebate entries:
When framing the line of a GR or IR entry the system will ask for the schedule 3
or schedule for rebate item to be keyed in. Please note that the system does
validate this field & will only accept a valid rebate item.
EU Duties:
If there is a lesser duty for goods against the tariff heading & your country of
origin & country of export is in the EU, then the system will bring up the following
screen when you enter to continue.
If you have an EU certificate & want the lesser duty to apply then select a “Y”
here & enter. The next screen will come up.
Now insert the EU certificate number & enter to proceed.
On the printed entry the duty will be calculated using the lesser EU rate & in the
additional information field on the entry the system will print ROO (Rules of
Origin) & the certificate number.
SADC Duties:
If there is a lesser duty for goods against the tariff heading & your country of
origin & country of export is a SADC, then the system will bring up the following
screen when you enter to continue.
If you have an SADC certificate & want the lesser duty to apply then select a “Y”
here & enter. The next screen will come up.
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Now insert the SADC certificate number & enter to proceed.
On the printed entry the duty will be calculated using the lesser SADC rate.
F4 Display permits:
Press the F4 button if you have permits set-up in the permit system.
The system will now display all permits set-up for the importer. It will show you
the permit number, at which customs district office the permit is held, the total
value of the permit, how much has already been used, what the current balance
is, the tariff headings applicable for the permit, any remarks as set-up in the
permit master file & the description of the permit.
The system will not allow you to frame a line of the entry if the value of the line
exceeds the permit balance.
The system will also automatically update the permit balances once the entry is
completed.
Please see the guide for the permit system on MENU 9, Path from the main
menu 7.
Ending the entry framing:
Once all the lines of the entry has been framed the following screen will come up.
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This is the Bill of entry summary screen, on the top right of the screen you will
see the total supplier’s invoice value as well as the total freight amounts.
On the top left the system displays the exchange rate factor as well as the total of
all lines which should equal the values displayed on the right.
In the middle of the screen the system displays the totals of the entry including
duties & vat applicable for the entry.
Please note that these values are meant as a guide only & that some of the
figures may be different on the entry due to rounding differences or if the entry
lines are consolidated.
Proceed: If the values look correct then key in a “Y” to proceed, alternatively key
in a “N” to go back to the line framing.
Process on Fax: If you select a “Y” here then ??
Print Cargo dues order: If you select a “Y” here then the system will
automatically take you to the cargo dues order capture program when the entry
starts printing. See guide on MENU CDOMENU OPTION 1, path from main
menu 2,32,1 for the cargo dues capture.
NPA Account number: The system will automatically insert the account number
for the national port authority here as set-up in the sea export parameter file. The
account number can be overwritten here.
Cubic Meters: This is the total cubic meters of all containers. This value gets
inserted from the value captured on the registration screen but can be
overwritten here if incorrect.
Is this entry to be combined?: If you select a “Y” here then the entry will be
flagged to be combined with another entry framed in order to combine the two or
more entries to produce a single entry. Not to be confused with
consolidating/combining the lines of the entry, this option is on the next screen.
Once all is correct & the proceed flag is set to yes, press enter to continue.
The following screen will come up.
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You will notice that the system will default in some wording in the marks &
numbers & endorsement fields.
The container number/s is obtained from the registration of the file framed.
The endorsements is dependant on the type of containerized cargo & whether
the entry is a part entry.
You can now add any text that you want in these two fields.
Containerized cargo: The system will show you the container depot code as
captured on the registration screen, this can now be amended.
Select whether the container is going to a depot or a terminal by placing an “X” in
the appropriate field.
Consolidation: This is to combine the framed lines of the entry that have the
same tariff heading onto one printed line on the DA500.
If you select “Y” here then when the entire screen is correct & you enter to print
another question will come up asking if you want to consolidate across invoice
lines. If you say yes all lines of the same tariff heading will be combine
irrespective of the supplier’s invoice numbers. If you select a “N” then the system
will combine & produce 1 line on the printed DA500 for each “same” tariff
heading where the invoice numbers differ.
Payment code: The system will default in the payment code as set-up in the sea
import parameter file. You can change this here, however the system will not
allow you to select an incorrect payment code. For example if there are duties &
vat payable on the entry the system will not allow you to use the free payment
code “F”.
Payment codes: F = free
C = cash payment
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D = Deferment
V = deferment of vat
Lodge a Provisional Payment: If you select a “Y” here then ??
Function Keys:
F8 & F9: To repeat the marks & numbers as well as the endorsements as keyed
in on the previous entry framed. Please note that this function only works when
an entry was framed & you frame a 2nd entry without exiting the framing of entries
program. The data keyed in is kept in a temporary file that is deleted once you
exit the framing of entries program.
F5 Alternate agent code:
Please only press F5 once the entire screens data has been captured.
If the entry is not payable by the agent then key in F5 to select an alternate
agent. The agent code of the alternate agent will be printed on the top of the
entry & the entry will be in the alternate agent’s name.
Please ask your Compu-Clearing Account manager if you require an alternate
agent set-up.
A list of all alternate agents set-up for you will come up, please select one &
enter to print the entry.
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