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Index WT Bureau CFSP Procedures for QVC 1.Overview 2.Daily Operational 3.SFD 4.SDI 5.SDW 6.Reporting.

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Presentation on theme: "Index WT Bureau CFSP Procedures for QVC 1.Overview 2.Daily Operational 3.SFD 4.SDI 5.SDW 6.Reporting."— Presentation transcript:

1 Index WT Bureau CFSP Procedures for QVC 1.Overview 2.Daily Operational 3.SFD 4.SDI 5.SDW 6.Reporting

2 1.Overview WT CFSP STRUCTURE Colin Powell Sea Freight NattugIT Peter Moss Bureau Gary Walker CFSP Accounts Ian Raynor Air Freight Stuart Henry Senior Coordinator Michelle Henry Senior Coordinator Andy Moakes Coordinator Matt Fletcher IT / Coordinator Donna Turner Coordinator Rebecca Holloway Coordinator

3 1 Overview WT Bureau Procedures The Bonded Warehouse System in our case Impatex must mirror the actual warehouse which holds the goods. The following is a simplified overview of how they are connected. WAREHOUSE IMPATEX GOOD RECEIVED AT WAREHOUSE AND CHECKED IN AGAINST THE IMPORT PAPERWORK PACKING LIST SHORTAGES AND OVERAGES REPORT GENERATED TO TRANSMIT TO IMPATEX SYSTEM ON A DAILY BASIS REMOVALS, STOCK ADJUSTMENTS, DUTY PAID RECEIPTS (RETURNS, FREE CIRCULATION AND EU GOODS) ARE TRANSMITTED TO IMPATEX VIA TRANSMISSION FILES, THIS IS TO ENSURE IMPATEX STOCKS MATCH WAREHOUSE. SDI ENTRY INTO BONDED WAREHOUSE VIRTUAL SYSTEM TO CREATE STOCK RECORD TO MATCH ACTUAL RECEIVED QTY TRANSMISSION FILES PROCESSED WITHIN 24 HOURS AND SDW ENTRIES ARE CREATED TO TRANSMIT TO HMCE TO PAY THE CORRECT DUTIES AND VAT TO CUSTOMERS DEFERMENT PROCESS IS REPEATED DAILY FOR THE CALENDAR MONTH AND ALL TRANMISSIONS MUST BE CLOSED AND COMPLETED BY THE FOURTH WORKING DAY OF THE FOLLOWING MONTH ALL TRANSACTIONS AND FIGURES REPORTED TO WAREHOUSE OWNER FOR FINANCIAL CHECKING

4 2 Daily Operational Overview of Procedures 1.Request received for UCR No for a Shipment Arrival 2.On Clarification Of Documents and Details the WT UCR Log is updated and the UCR No. is issued 3.SFD Completed by Port 4.SFD Transmitted/Scanned to WT Bureau CFSP system Impatex 5.Documents Verified by Bureau and prepared for Entry 6.Freight Values & UK Landside charges ascertained and File updated 7.SDI added to system using SFD as a start point 8.Entry checked for errors and correctness 9.Warehouse entries stock matched to GRN and adjustments' made 10.SDI Transmitted to Chief any errors corrected and re Transmitted 11.Duty & Vat Details reported to Importer 12.Entry Filed in UCR order for each Importer 13.SFD,SDI & SDW reports checked daily to ensure all entries completed and cross referenced against WT UCR logs to ensure all Entries are captured and completed

5 2 Daily Operational Overview of Procedures Daily- Overview of Procedures Daily-Andy Moakes/Stuart Henry Download GRN File from ServerDownload GRN File from Server Update X & Y GRN Data to GRN TemplateUpdate X & Y GRN Data to GRN Template Check all completed SDIs against GRN Sheet and updateCheck all completed SDIs against GRN Sheet and update Investigate all outstanding GRN SKUs (Stuart)Investigate all outstanding GRN SKUs (Stuart) Check Impatex for Styles Send Style information to QVC for PO Data & Copy Docs Transmit GRN completed SDIsTransmit GRN completed SDIs Run Daily Transaction FilesRun Daily Transaction Files Product (Daily) Supplier (Monthly) Duty Paid Receipt (Daily) Stock Adjustments Removals Process new SDIsProcess new SDIs

6 3 SFD Agent UCR Request Shipment arrivals notified to port or agent Shipment arrivals notified to port or agent UCR Requested from Bureau on Receipt of Original Docs with Agent or WT Bureau UCR Requested from Bureau on Receipt of Original Docs with Agent or WT Bureau UCR Issued by WT Bureau UCR Issued by WT Bureau Ucr log updated with relevant details of shipment and status Ucr log updated with relevant details of shipment and status Agent Transmits SFD to Chief Agent Transmits SFD to Chief Agent Scans through copy of completed SFD (Simplified Frontier Declaration) Agent Scans through copy of completed SFD (Simplified Frontier Declaration) Agent Couriers original SFD plus any Original Documents to WT Bureau Agent Couriers original SFD plus any Original Documents to WT Bureau SFD Manually added to WT Impatex Duty Management System SFD Manually added to WT Impatex Duty Management System SDI Added to Impatex System and Transmitted to Chief SDI Added to Impatex System and Transmitted to Chief SDI Details reported to Customer SDI Details reported to Customer UCR Log updated to show completed status UCR Log updated to show completed status Entries reported to Importer in required format and Frequency. Entries reported to Importer in required format and Frequency.

7 3 SFD WT UCR Request Shipment arrivals notified to port Shipment arrivals notified to port UCR Requested from Bureau on Receipt of Original Docs with Port or WT Bureau UCR Requested from Bureau on Receipt of Original Docs with Port or WT Bureau UCR Issued by WT Bureau UCR Issued by WT Bureau Ucr log updated with relevant details of shipment and status Ucr log updated with relevant details of shipment and status Port transmits SFD to Chief Port transmits SFD to Chief Impatex transmits SFD Data to WT CFSP Server (Simplified Frontier Declaration) Impatex transmits SFD Data to WT CFSP Server (Simplified Frontier Declaration) Port Couriers any Original Documents to WT Bureau Port Couriers any Original Documents to WT Bureau SFD Automatically added to WT Impatex Duty Management System SFD Automatically added to WT Impatex Duty Management System SDI Added to Impatex System and Transmitted to Chief SDI Added to Impatex System and Transmitted to Chief SDI Details reported to Customer SDI Details reported to Customer UCR Log updated to show completed status UCR Log updated to show completed status

8 3 SFD UCR Request Expeditors Shipments to be cleared for each Vessel UCRs Requested in Batches of 10 to allow 24-7 clearance List of Purchase Orders & Styles on Each Shipment to WT Hucknall Agent to contact WT Bureau for UCR authorisation to clear an Import shipment. Contacts Andy Moakes Telephone Stuart Henry Telephone Information Required for Reference is as follows Agents Shipment ReferenceVessel/MAWB/Trailer Ref Date of ArrivalContainer/MAWB/HAWB Container Size/No. of CartonsCBM/Vol-KG SFD to be entered using the following SFD CPC for Bonded GoodsWarehouse Code is C GB SFD CPC for Home Use Goods Trader as Normal using traders VAT no. & EORI Number. GB Scanned copies of the shipment documents sent to WT Bureau Overnight. Original Preferences Certificates Couriered to WT Hucknall

9 3 SFD UCR Request Brinks Shipments to be cleared for each Vessel Scanned copies of the shipment documents sent to below contacts (WT access to Uniserve system TBC.) Original Preferences Certificates Couriered to WT Hucknall List of Purchase Orders & Styles on Each Shipment to WT Hucknall Agent to contact WT Bureau for UCR authorisation to clear an Import shipment. Contacts Andy Moakes Telephone Stuart Henry Telephone Information Required for Reference is as follows Agents Shipment ReferenceVessel/MAWB/Trailer Ref Date of ArrivalContainer/MAWB/HAWB Container Size/No. of CartonsCBM/Vol-KG SFD to be entered using the following SFD CPC for Bonded GoodsWarehouse Code is C GB SFD CPC for Home Use Goods Trader as Normal using traders VAT no. & EORI Number. GB

10 3 SFD All Details Added to UCR Log to begin Tracking of Shipments UCR Logs Monitoring SystemExample of UCR Track-bookUCR Logs Monitoring SystemExample of UCR Track-book

11 3 SFD All Details Added to UCR Log to begin Tracking of Shipments UCR Logs Monitoring SystemDetail covered by UCR Track bookUCR Logs Monitoring SystemDetail covered by UCR Track book Column AUCR NoColumn AUCR No Column BDate of Issue of UCRColumn BDate of Issue of UCR Column CAgent or Importing OfficeColumn CAgent or Importing Office Column DAgents ReferenceColumn DAgents Reference Column EType of Vessel or Vessel NameColumn EType of Vessel or Vessel Name Column FContainer-Vehicle-No. or Airfreight MAWBColumn FContainer-Vehicle-No. or Airfreight MAWB Column GContainer-Vehicle Size or Airfreight HAWBColumn GContainer-Vehicle Size or Airfreight HAWB Column HShipment CBM or Vol WeightColumn HShipment CBM or Vol Weight Column INo of CtnsColumn INo of Ctns Column JEstimated Date of ArrivalColumn JEstimated Date of Arrival Column KDelivery DateColumn KDelivery Date Column LDocuments Received At Bureau (Couriered from Ports or Origin)Column LDocuments Received At Bureau (Couriered from Ports or Origin) Column MRegime of UK Destination BO=Bond HU=Home Use etcColumn MRegime of UK Destination BO=Bond HU=Home Use etc Column NCurrent progress status of SDI EntryColumn NCurrent progress status of SDI Entry Column OComments relating to Entry Status of SDI EntryColumn OComments relating to Entry Status of SDI Entry Column P OriginColumn P Origin

12 4 SDI SDI Preparation All Documents Printed off from s and Batched together All Totals matched Brinks Invoiced checked against Invoices,Queries verified. Expeditors match Pieces & Cartons to Paperwork. Freight & UK Charges are added to the entries BrinksCharge sheet provided by Brinks. ExpeditorsFreighted Bills provided by Expeditors. Multiple SDIs on an entry are split by Pieces/Ctns for the Freight UK Landside and Weights UCR Log Updated with all new information SDIs over 99 lines (Limit of Impatex) split into multiple SDIs SDI entered onto Impatex in SFD Date order Matched to GRN and amended if necessary and Transmitted to Chief Completed file put away in UCR number order

13 C&E48A Section 3d WT Bureau Procedures-SDI Generation Entry of the SDI now begins The next pages show the entry Procedures to produce the SDI SDIAll of the Main Details are entered HereSDIAll of the Main Details are entered Here Value Build UpFreights, discounts and Insurances entered hereValue Build UpFreights, discounts and Insurances entered here Invoice HeaderInvoice Header details added here. (Used as a Key in Check)Invoice HeaderInvoice Header details added here. (Used as a Key in Check) Invoice Line DetailsAll style details, Values, Document details,preferences entered hereInvoice Line DetailsAll style details, Values, Document details,preferences entered here Transmission ItemsShows CCN Details being transmitted to Chief with Duty and Vat CodesTransmission ItemsShows CCN Details being transmitted to Chief with Duty and Vat Codes ResponseThe HMRC response Data is stored here.ResponseThe HMRC response Data is stored here. For Bonded Warehouse entries this is the point of registering the Bonded Liability. The Impatex system automatically transmits all of the data onto the Bonded Warehouse module. The stock is now available to be removed to pay Duty & Vat The last page shows the SFD Audit Log which is used to check for SFDs which have not had entries registered against it or the no of Ctns do not Match

14 4 SDI WT Bureau Procedures SDI Accuracy details. Within the department we have many procedures and checkpoints to enable the correct transmission of data to pay the correct Duty & Vat as well as the statistical data. The Checkpoint for Correct Transmission of Data to HMRC revolves around Commodity Code-Defines Tariff and Rates of Duty to be applied Supplier Details- to determine origin of goods Invoice Value-Value of goods is actual Invoice Value Insurance-Insurance cost of goods being shipped Discounts-Agreed rates for early payment etc Buying Commission-Agreed rates for Vat only commissions Freight Cost-From Agreed rates for origins UK Landed Costs- From Agreed rates Firstly all Product details plus the commodity code are updated daily from the purchase order system of Customer. This will enable the correct Duty rate and tariff statistical information to be correct. All Supplier Data is updated daily from the purchase order system of the customer which will enable origins to be defined correctly. All entries are completed from original documentation to ensure all preferences, quantities and Values are correct All Freight and Landed costs are calculated from agreed rates to ensure all data is auditable. All discounts commissions & Insurance rates are agreed with customer and set up as defaults on the Impatex thus removing input error from this sequence.

15 4 SDI WT Bureau Procedures SDI Accuracy Details Impatex will verify in several stages that information we are keying into the system balances to check totals. These are No of Packages No of Pieces Invoice Value Freight Costs Gross Weight Nett Weight CBM Impatex will check all of the details against these checkpoints to ensure integrity of the data as the entries are generated. The system also prevents duplication of data by checking for unique entries of invoice number, UCR numbers. As we control shipments from arrival port to completion, all of the data is sourced from one database to ensure minimal keying and minimising the chance of input error. We self audit our entries to ensure all procedures are correct, and complete month end system reporting checks to look for trends and to spot inconsistencies

16 4 SDI Audit Checking of SFD Reporting to ensure all port clearances have been actionedImpatex SFD Audit Report

17 5 SDW WT Bureau Procedures SDW Overview SDW Daily transaction files sent from WMS System to Impatex VIA FTP link.Daily transaction files sent from WMS System to Impatex VIA FTP link.Removals Stock Adjustments (Reference Field Copied to Supplier & Customer Columns) Duty Paid Receipts SuppliersProducts GRN File Balance File File details logged in Transmission Log track bookFile details logged in Transmission Log track book Generate and transmit SDWs to Chief to register duty & vatGenerate and transmit SDWs to Chief to register duty & vat Analyse and correct SDW FailuresAnalyse and correct SDW Failures Analyse failed uploads and correctAnalyse failed uploads and correct Report duty and vat generated.Report duty and vat generated.

18 5 SDW WT Bureau Procedures WMS Transaction Files Goods Arrive at DC GRN of All Goods Sent Daily Add to Daily Duty Paid Receipt File EU LDP UK Adjus t Stock Add to Daily Stock Adjustment File Stock Picke d Add to Daily Removal File The main files required to cover most applications are as follows GRN File-List of all goods received daily Duty Paid Receipts File-Non Bonded Goods Stock Adjustment File-Interwarehouse adjustments Removal File-Goods removed to the customer Product File-From Vendor with Tarif details Supplier File-Details of Suppliers on Imports

19 6 Reporting Internal Control Systems- WT Bureau Procedures Reporting Reporting is taken from a HMRC file dump from the Impatex system This is a replica of the data transmitted to chief Once Month is completed all FSDs are transmittedOnce Month is completed all FSDs are transmitted Data Files are created for SDI data Transmitted in the PeriodData Files are created for SDI data Transmitted in the Period Bespoke reports are created to customer requirements to help in the analysis of the entries transmitted on their behalf. Any queries are passed back to the HMRC Bureau for verification. These are transmitted to QVC Accounts to be verified.Bespoke reports are created to customer requirements to help in the analysis of the entries transmitted on their behalf. Any queries are passed back to the HMRC Bureau for verification. These are transmitted to QVC Accounts to be verified. Monthly Duty/Vat Summary Monthly Duty/Vat Summary SDI Summary showing Potential Duty SDI Summary showing Potential Duty Bonded warehouse deferment statements are correlated to this data to ensure all is correctBonded warehouse deferment statements are correlated to this data to ensure all is correct


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