Air Freight Imports
Menu VOCMNA Option 3
Cancellation Of Complete Bill Of Entry:
This option is used to produce a VOC where the entire entry is being
cancelled.
see the VOC SECTION in this guide for the VOC framing steps.
1)
2)
3)
4)
1)
2)
1)
Password: The First step when registering an import file would be to
insert your password (This password would be defined by your
management and set-up by your compu-clearing consultant)
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. This is covered in more detail under MENU SI1
OPTION 2 (Path from main menu 2,2) & MENU BE2 OPTION 1 (Full
path from main menu 2,12,1)
When all the details are captured for this screen press the enter key.
File Number: The file number assigned for the specific entry must be
keyed in here. There is a File Mask which will restrict the characters
that are allowed to be used to make up the file number. The file
number “mask” set-up & information can be found on MENU AI1
OPTION 8, Path from main menu 1,8.
To amend the registration details of a file already registered then
simply key in the original file number & enter to start displaying the
data originally captured for the file.
B/E Type: The following DA500 bill of entry types must be selected
here: Duty Paid (DP), General Rebate (GR), Industrial Rebate (IR),
Ordinary Levy (OL), Removal in bond (RIB), Removal in transit (RIT).
Page 1 of 10
Compiled by Sheldon Vorster
IMPORTERS CODE: The Importer code to be used for the entry must
be keyed in here.
Please note the “+” and the “?” here
A) If you key in a “+” by the importer code & enter the system will
allow you to add a new importer code into the importer code
database (The Importer code set-up is found in MENU MF0
OPTION 1, Path from main menu 16,1).
If you key in a “?” by the importer code with an alphabetic “starting point,
For Example “?C” & enter then the system will display all the Importer
codes that exist in the Importer database starting with the Letter C you can
then use the Page Down key to scroll down to the next screen. Place the
cursor in the block on the left of the importer code you wish to select &
either press the space bar or “X” to select the importer code.
2)
F2 Shipment Enquiry: This would take you to the “Air freight registration
enquiry” screen. This is covered in detail on MENU AI1 OPTION 19, path
from the main menu 1,19
FUNCTION KEYS:
F2- Retrieve Details from Break Bulk:
Insert the bill of entry type & importer code & then press F2, the following
screen will come up.
Key in both the master air way bill number & the house air waybill
number & press enter.
There is a search facility available here, Key in a “?” & a starting
point to search for the master or house air waybill, then press the
space bar to select the specific master or house.
The system will then automatically insert any information that was
captured in the break bulk system for the master & house
combination.
Please see the guide on the break bulk system, path from the main
menu 9,14
The next capture field is the Supplier Code:
1) You can now use the “?” to search for a supplier from the database &
select with a “X” or Space bar.
2) IF the importer has only one supplier then the system will
automatically insert the supplier code.
3) You can Add a new supplier to the supplier database by using the “+”.
The supplier set-up is covered on MENU MF0 OPTION 2, path from
the main menu 16,2.
FUNCTION KEY F1:
This is if there are multiple suppliers for the entry.
Press F1 & the following screen will come up:
Select all the suppliers: There is a display of “Suppliers selected” on the
screen. Once all the suppliers have been selected then take the F4
function key to print a list of all the suppliers which must be attached to the
entry, the system will also now automatically take you to the next screen.
On the DA500 in the suppliers code Field the system will Print the word
“VARIOUS”.
1)
2)
3)
4)
5)
6)
7)
8)
You will notice that the following fields are automatically populated
from the data set-up in the Supplier master file: Issued at, Country of
destination, Export country. The data in these fields can be changed.
The Place of Entry & Docking Port is automatically populated with the
default data set-up in the parameter file. The data in these fields can
be changed. See MENU SI1 OPTION 8, path from main menu 2,8.
Issued at: The place where the transport documents were issued
(originating)
Country of Export: : The country code where the goods are
originating from. Please note that if this country is part of the
European Union (EU) then at the time of doing the entry line the
system will ask if the EU rate of duty would be applicable if the tariff
heading has an EU rate of duty.
Country of Destination: This is the destination of the goods, in the
case of an RIB, RIT entry this could be a foreign country.
Place of entry: This refers to the customs district office where the
DA500 will be submitted for clearance.
MASTER AWB: This is where the Master air way bill number is
captured. The first field here is three characters long & is for the Air
waybill number pre-fix (example: 083 for SAA). The next field is 12
characters long, most air waybill numbers will be 8 characters long &
the additional characters id to accommodate a courier waybill
number. The system also validates the air waybill number that is
keyed in according to the Standard IATA check digit formula, you will
not be allowed to use an incorrect air waybill number. The system
also validates that a correct airline prefix is used, if the prefix of the
master air waybill is for a NON-IATA airline then the prefix “000” must
be used.
SUB-MASTER AWB doc: insert the sub master air waybill number
here if applicable.
9)
10)
11)
12)
13)
14)
15)
16)
17)
18)
19)
20)
21)
22)
23)
24)
25)
Master AWB Transp. doc. Date: Insert the date the date that the
master air waybill was produced in here.
HOUSE A.W.B. No: Insert the house air waybill number here if
applicable.
Depot: The system has a database of all the off airport degroupage
facilities. If the goods are going to one of these facilities then key in
the code of the applicable facility, please note that there is search
available here using the “?”.
Ex-courier: IF the entry you are doing is ex-courier then place a “Y”
in this field. The system will now not validate the master air waybill
number.
Flight number: Key in the flight number that the goods are being
transported on, this should be found on the master air waybill.
Date: Key in the flight date, this should be found on the master air
waybill.
Total Kg’s: The total number of Kilograms for the entry.
No of Pkgs: The total number of packages in all for the entry.
Volumetric weight.(Kgs): Key in the volumetric weight for the entry.
Description/remarks: This is a Remarks field, for your own internal
use that is displayed when enquiries on the file are done.
Forwarder name: Insert the Forwarder’s company name here.
HAWB Date: Key in the date the house air waybill was produced.
Suppliers invoice date: Key in the date that the suppliers invoice
was raised.
Expected Delivery Date: Key in the date that the goods are
expected to be delivered by.
Channel Controller: This is where the channel controller code of the
channel controller responsible for the entry can be inserted if the
channel controller codes are in use: SEE MENU MF0 OPTION 12,
Path from main menu 16,12 for set-up.
Delivery address: The physical address where the goods are to be
delivered.
Transported by: The Company who is transporting/delivering the
goods
FUNCTION KEYS:
F6- Copy Prev.Header: Press F6 & the system will fill in all fields as they
were for the previous file registration done. Please note that for this to
work you cannot exit the registration or framing program (you cannot
escape to a menu as the data is stored in a temporary file that gets deleted
when you exit the program to a menu).
F5- View File Cover: Press the F5 function key & you will be able to view
the standard text that has been set-up for the file cover. Please note that
this text can be updated before the file cover is printed on the next screen,
See update file cover.
F8 reg. with error: This function is used when you want to register a file
number but do not have all the details for the file. EG) You may not have
the Ocean bill of lading number or the container number. If you select F8
the system will take you to the next screen without checking that all the
data has been captured. Please note that the system will not allow you to
frame the entry until all the data has been captured.
Once all the fields on this screen have been captured Press enter
FUNCTION KEYS:
Please note in order to continue from this point either F3 or F5 function key
must be selected once the data & selections have been captured:
F3: This will take you back to the Screen where the file number is captured
to start registering the next file. Once this option has been taken the
Selected printouts will be printed, faxed automatically.
F5: This will take to the entry Framing section of the VOC.
VOC SECTION:
Assessment date: Key in the assessment date that customs gave the
original entry. This date is usually the date that customs received the entry
for processing.
Place of Entry: Key in the code for the customs district office where the
original entry was cleared.
Transport code: Ensure that the transport code here is the same as the
original entry. This is the mode of transport used to import the goods:
1 = Sea freight
2 = Rail
3 = Road freight
4 = Air freight
5 = Parcel Post
6 = Other
Original Bill of entry number & date: Key in the Bill of entry number &
date that customs gave the original entry when it was released.
R.I.B number & date & accepted at: If any Rib was applicable to the
original entry then key in the RIB number, Date & the customs district
office where it was submitted in the fields provided.
Totals before correction: You will now need to insert the values of the
original bill of entry that was submitted to customs.
The following values must be inserted: Total C.I.F&C or FOB values, the
total customs value, the total customs duty that was paid, the total
schedule 1 Part2 B, the total Vat amount, the total surcharge & the total
amount due.
Please note that the above values will be on the 1st printed page of the
Da500.
The Total amount due must also be equal to the sum of all duties & Vat or
the system will not allow you to continue.
Reasons For the VOC: Please insert a full & complete reason why the
voc is being submitted. This will print on the Voc in the “Reasons for Voc”
block.
F9: This function key will allow you to repeat the reasons of the previous
VOC done. The system will automatically insert the “last used” reason.
Please note that this function will only work if you have framed a Voc prior
to the current Voc & did not exit the current Voc option. The “reasons for
the Voc” last used is saved in a temporary file that gets deleted as soon as
you exit the program & go to the menu.
Once all the details on this screen have been captured press enter to
continue:
Marks & numbers: The container numbers used when the file was
registered will automatically be displayed here. Insert any additional Marks
& numbers that are required.
Endorsements: Key in any endorsements that are applicable.
Import Permit: Key in the Permit number, amount & for which Bill of entry
lines the permit was for on the original entry. Note that three permits can
be captured.
Total Packages: Insert the total number of packages here as per the
original entry. Please note that the system does not insert this value for
you. It must be captured.
Total Kg’s: Insert the total number of kilograms here as per the original
entry. Please note that the system does not insert this value for you. It
must be captured.
Function Keys:
F8: This function key will allow you to repeat the “marks & number” of the
previous VOC done. The system will automatically insert the “last used”
marks & numbers.
Please note that this function will only work if you have framed a Voc prior
to the current Voc & did not exit the current Voc option. The “marks &
numbers” last used is saved in a temporary file that gets deleted as soon
as you exit the program & go to the menu.
F9: This function key will allow you to repeat the “endorsements” of the
previous VOC done. The system will automatically insert the “last used”
endorsements.
Please note that this function will only work if you have framed a Voc prior
to the current Voc & did not exit the current Voc option. The
“endorsements” last used is saved in a temporary file that gets deleted as
soon as you exit the program & go to the menu.
Once all the details on this screen have been captured press enter to
continue:
You will now need to insert the values of the original bill of entry that was
submitted to customs.
The following values must be inserted: C.I.F&C or FOB values, the total
customs value, the total customs duty that was paid, the total schedule 1
Part2 B, the total Vat amount, the total surcharge & the total amount due.
Please note that the above values will be on the 1st printed page of the
Da500.
The Total amount due must also be equal to the sum of all duties & Vat or
the system will not allow you to continue.
Once all the values have been captured press enter to continue.
F5 Alternate Agent code:
Press the F5 key to display a list of the alternate agent codes set-up for
you.
You can now select the alternate agent code that must be used for the VOC.
Please note that if you only have one alternate agent code then the system
will automatically select that code & not bring up the screen above.
The VOC will now print & the system will take you back to the screen where
the file number is inserted to do another VOC if necessary.
Press the F7 button from the file number screen to return to the menu.