Presentation on theme: "WT Bureau CFSP Procedures for QVC"— Presentation transcript:
1 WT Bureau CFSP Procedures for QVC IndexWT Bureau CFSP Procedures for QVCOverviewDaily OperationalSFDSDISDWReporting
2 1.Overview WT CFSP STRUCTURE Colin Powell Sea Freight Nattug IT Peter MossBureauGary WalkerCFSP AccountsIan RaynorAir FreightStuart HenrySenior CoordinatorMichelle HenrySenior CoordinatorAndy MoakesCoordinatorMatt FletcherIT / CoordinatorDonna TurnerCoordinatorRebecca HollowayCoordinator
3 1 Overview WT Bureau Procedures WAREHOUSE IMPATEX 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 IMPATEXGOOD RECEIVED AT WAREHOUSE AND CHECKED IN AGAINST THE IMPORT PAPERWORK PACKING LISTSDI ENTRY INTO BONDED WAREHOUSE VIRTUAL SYSTEM TO CREATE STOCK RECORD TO MATCH ACTUAL RECEIVED QTYSHORTAGES AND OVERAGES REPORT GENERATED TO TRANSMIT TO IMPATEX SYSTEMTRANSMISSION FILES PROCESSED WITHIN 24 HOURS AND SDW ENTRIES ARE CREATED TO TRANSMIT TO HMCE TO PAY THE CORRECT DUTIES AND VAT TO CUSTOMERS DEFERMENTON A DAILY BASIS REMOVALS,STOCK ADJUSTMENTS,DUTY PAID RECEIPTS (RETURNS, FREE CIRCULATION AND EU GOODS) ARETRANSMITTED TO IMPATEX VIA TRANSMISSION FILES, THIS IS TO ENSURE IMPATEX STOCKS MATCH WAREHOUSE.PROCESS IS REPEATED DAILY FOR THE CALENDAR MONTH AND ALL TRANMISSIONS MUST BE CLOSED AND COMPLETED BY THE FOURTH WORKING DAY OF THE FOLLOWING MONTHALL TRANSACTIONS AND FIGURES REPORTED TO WAREHOUSE OWNER FOR FINANCIAL CHECKING
4 Overview of Procedures 2 Daily OperationalOverview of ProceduresRequest received for UCR No for a Shipment ArrivalOn Clarification Of Documents and Details the WT UCR Log is updated and the UCR No. is issuedSFD Completed by PortSFD Transmitted/Scanned to WT Bureau CFSP system ImpatexDocuments Verified by Bureau and prepared for EntryFreight Values & UK Landside charges ascertained and File updatedSDI added to system using SFD as a start pointEntry checked for errors and correctnessWarehouse entries stock matched to GRN and adjustments' madeSDI Transmitted to Chief any errors corrected and re TransmittedDuty & Vat Details reported to ImporterEntry Filed in UCR order for each ImporterSFD,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 Overview of Procedures Daily- Andy Moakes/Stuart Henry 2 Daily OperationalOverview of Procedures Daily- Andy Moakes/Stuart HenryDownload GRN File from ServerUpdate X & Y GRN Data to GRN TemplateCheck all completed SDI’s against GRN Sheet and updateInvestigate all outstanding GRN SKU’s (Stuart)Check Impatex for StylesSend Style information to QVC for PO Data & Copy DocsTransmit GRN completed SDI’sRun Daily Transaction FilesProduct (Daily)Supplier (Monthly)Duty Paid Receipt (Daily)Stock AdjustmentsRemovalsProcess new SDI’s
6 3 SFD Agent UCR Request Shipment arrivals notified to port or agent UCR Requested from Bureau on Receipt of Original Docs with Agent or WT BureauUCR Issued by WT BureauUcr log updated with relevant details of shipment and statusAgent Transmits SFD to ChiefAgent Scans through copy of completed SFD (Simplified Frontier Declaration)Agent Couriers original SFD plus any Original Documents to WT BureauSFD Manually added to WT Impatex Duty Management SystemSDI Added to Impatex System and Transmitted to ChiefSDI Details reported to CustomerUCR Log updated to show completed statusEntries reported to Importer in required format and Frequency.
7 3 SFD WT UCR Request Shipment arrivals notified to port UCR Requested from Bureau on Receipt of Original Docs with Port or WT BureauUCR Issued by WT BureauUcr log updated with relevant details of shipment and statusPort transmits SFD to ChiefImpatex transmits SFD Data to WT CFSP Server (Simplified Frontier Declaration)Port Couriers any Original Documents to WT BureauSFD Automatically added to WT Impatex Duty Management SystemSDI Added to Impatex System and Transmitted to ChiefSDI Details reported to CustomerUCR Log updated to show completed status
8 UCR Request Expeditors 3 SFDUCR Request ExpeditorsShipments to be cleared for each VesselUCR’s Requested in Batches of 10 to allow 24-7 clearanceList of Purchase Orders & Styles on Each Shipment to WT HucknallAgent to contact WT Bureau for UCR authorisation to clear an Import shipment.Contacts Andy Moakes TelephoneStuart Henry TelephoneInformation Required for Reference is as followsAgents Shipment Reference Vessel/MAWB/Trailer RefDate of Arrival Container/MAWB/HAWBContainer Size/ No. of Cartons CBM/Vol-KGSFD to be entered using the followingSFD CPC for Bonded Goods Warehouse Code is C GBSFD CPC for Home Use GoodsTrader as Normal using traders VAT no. & EORI Number. GBScanned 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 HucknallList of Purchase Orders & Styles on Each Shipment to WT HucknallAgent to contact WT Bureau for UCR authorisation to clear an Import shipment.ContactsAndy Moakes TelephoneStuart Henry TelephoneInformation Required for Reference is as followsAgents Shipment Reference Vessel/MAWB/Trailer RefDate of Arrival Container/MAWB/HAWBContainer Size/ No. of Cartons CBM/Vol-KGSFD to be entered using the followingSFD CPC for Bonded Goods Warehouse Code is C GBSFD CPC for Home Use GoodsTrader as Normal using traders VAT no. & EORI Number. GB
10 3 SFDAll Details Added to UCR Log to begin Tracking of ShipmentsUCR Logs Monitoring System Example of UCR Track-book
11 All Details Added to UCR Log to begin Tracking of Shipments 3 SFDAll Details Added to UCR Log to begin Tracking of ShipmentsUCR Logs Monitoring System Detail covered by UCR Track bookColumn A UCR NoColumn B Date of Issue of UCRColumn C Agent or Importing OfficeColumn D Agents ReferenceColumn E Type of Vessel or Vessel NameColumn F Container-Vehicle-No. or Airfreight MAWBColumn G Container-Vehicle Size or Airfreight HAWBColumn H Shipment CBM or Vol WeightColumn I No of CtnsColumn J Estimated Date of ArrivalColumn K Delivery DateColumn L Documents Received At Bureau (Couriered from Ports or Origin)Column M Regime of UK Destination “BO”=Bond “HU”=Home Use etcColumn N Current progress status of SDI EntryColumn O Comments relating to Entry Status of SDI EntryColumn P Origin
12 4 SDI SDI Preparation Expeditors match Pieces & Cartons to Paperwork. All Documents Printed off from s and Batched togetherAll Totals matched Brinks Invoiced checked against Invoices ,Queries verified .Expeditors match Pieces & Cartons to Paperwork.Freight & UK Charges are added to the entriesBrinks Charge sheet provided by BrinksExpeditors Freighted Bills provided by Expeditors .Multiple SDI’s on an entry are split by Pieces/Ctns for the Freight UK Landside and WeightsUCR Log Updated with all new informationSDI’s over 99 lines (Limit of Impatex) split into multiple SDI’sSDI entered onto Impatex in SFD Date orderMatched to GRN and amended if necessary and Transmitted to ChiefCompleted file put away in UCR number order
13 WT Bureau Procedures-SDI Generation C&E48A Section 3dWT Bureau Procedures-SDI GenerationEntry of the SDI now begins The next pages show the entry Procedures to produce the SDISDI All of the Main Details are entered HereValue Build Up Freights , discounts and Insurances entered hereInvoice Header Invoice Header details added here. (Used as a Key in Check)Invoice Line Details All style details, Values, Document details ,preferences entered hereTransmission Items Shows CCN Details being transmitted to Chief with Duty and Vat CodesResponse The 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 & VatThe last page shows the SFD Audit Log which is used to check for SFD’s which have not had entries registered against it or the no of Ctns do not Match
14 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 aroundCommodity Code-Defines Tariff and Rates of Duty to be appliedSupplier Details- to determine origin of goodsInvoice Value-Value of goods is actual Invoice ValueInsurance-Insurance cost of goods being shippedDiscounts-Agreed rates for early payment etcBuying Commission-Agreed rates for Vat only commissionsFreight Cost-From Agreed rates for originsUK Landed Costs- From Agreed ratesFirstly all Product details plus the commodity code are updated daily from the purchase order systemof 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 correctAll 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 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 areNo of PackagesNo of PiecesInvoice ValueFreight CostsGross WeightNett WeightCBMImpatex 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 SDIAudit Checking of SFD Reporting to ensure all port clearances have been actioned Impatex SFD Audit Report
17 WT Bureau Procedures SDW Overview SDW Daily transaction files sent from WMS System to Impatex VIA FTP link.RemovalsStock Adjustments (Reference Field Copied to Supplier & Customer Columns)Duty Paid ReceiptsSuppliersProductsGRN FileBalance FileFile details logged in “Transmission Log” track bookGenerate and transmit SDW’s to Chief to register duty & vatAnalyse and correct SDW FailuresAnalyse failed uploads and correctReport duty and vat generated .
18 WT Bureau Procedures WMS Transaction Files 5 SDWWT Bureau Procedures WMS Transaction FilesThe main files required to cover most applications are as followsGRN File-List of all goods received dailyDuty Paid Receipts File-Non Bonded GoodsStock Adjustment File-Interwarehouse adjustmentsRemoval File-Goods removed to the customerProduct File-From Vendor with Tarif detailsSupplier File-Details of Suppliers on ImportsGoods Arrive at DCGRN of All Goods Sent DailyEULDPUKAdd to Daily Duty Paid Receipt FileAdjustStockAdd to Daily Stock Adjustment FileStock PickedAdd to Daily Removal File
19 6 ReportingInternal Control Systems- WT Bureau Procedures ReportingReporting is taken from a HMRC file dump from the Impatex systemThis is a replica of the data transmitted to chiefOnce Month is completed all FSD’s are transmittedData Files are created for SDI data Transmitted in the PeriodBespoke 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 SummarySDI Summary showing Potential DutyBonded warehouse deferment statements are correlated to this data to ensure all is correct