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WT Bureau CFSP WT Bureau CFSP Procedures for QVCProcedures for QVC
1.1. OverviewOverview
2.2. Daily OperationalDaily Operational
3.3. SFDSFD
4.4. SDISDI
5.5. SDWSDW
6.6. ReportingReporting
1.Overview1.Overview
WT CFSP STRUCTUREWT CFSP STRUCTURE
Colin PowellColin PowellSea FreightSea Freight
NattugNattugITIT
Peter MossPeter MossBureauBureau
Gary WalkerGary WalkerCFSPCFSP Accounts Accounts
Ian RaynorIan RaynorAir FreightAir Freight
Stuart HenryStuart HenrySenior CoordinatorSenior Coordinator
Michelle HenryMichelle HenrySenior CoordinatorSenior Coordinator
Andy MoakesAndy MoakesCoordinatorCoordinator
Matt FletcherMatt FletcherIT / CoordinatorIT / Coordinator
Donna TurnerDonna TurnerCoordinatorCoordinator
Rebecca HollowayRebecca HollowayCoordinatorCoordinator
1 Overview1 Overview
WT Bureau ProceduresWT Bureau Procedures
The Bonded Warehouse System in our case Impatex must mirror the actual 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 warehouse which holds the goods. The following is a simplified overview of how they are connected.they are connected.
WAREHOUSEWAREHOUSE IMPATEXIMPATEX
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) ARETRANSMITTED 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
2 Daily Operational2 Daily Operational
Overview of ProceduresOverview of Procedures
1.1. Request received for UCR No for a Shipment ArrivalRequest received for UCR No for a Shipment Arrival2.2. On Clarification Of Documents and Details the WT UCR Log is updated On Clarification Of Documents and Details the WT UCR Log is updated
and the UCR No. is issuedand the UCR No. is issued3.3. SFD Completed by PortSFD Completed by Port4.4. SFD Transmitted/Scanned to WT Bureau CFSP system ImpatexSFD Transmitted/Scanned to WT Bureau CFSP system Impatex5.5. Documents Verified by Bureau and prepared for EntryDocuments Verified by Bureau and prepared for Entry6.6. Freight Values & UK Landside charges ascertained and File updatedFreight Values & UK Landside charges ascertained and File updated7.7. SDI added to system using SFD as a start pointSDI added to system using SFD as a start point8.8. Entry checked for errors and correctnessEntry checked for errors and correctness9.9. Warehouse entries stock matched to GRN and adjustments' madeWarehouse entries stock matched to GRN and adjustments' made10.10.SDI Transmitted to Chief any errors corrected and re TransmittedSDI Transmitted to Chief any errors corrected and re Transmitted11.11.Duty & Vat Details reported to ImporterDuty & Vat Details reported to Importer12.12.Entry Filed in UCR order for each ImporterEntry Filed in UCR order for each Importer13.13.SFD,SDI & SDW reports checked daily to ensure all entries completed SFD,SDI & SDW reports checked daily to ensure all entries completed
and cross referenced against WT UCR logs to ensure all Entries are and cross referenced against WT UCR logs to ensure all Entries are captured and completedcaptured and completed
2 Daily Operational2 Daily Operational
Overview of Procedures Daily-Overview of Procedures Daily- Andy Moakes/Stuart Henry
• Download GRN File from Server Download GRN File from Server
• Update X & Y GRN Data to GRN TemplateUpdate X & Y GRN Data to GRN Template
• Check all completed SDI’s against GRN Sheet and updateCheck all completed SDI’s against GRN Sheet and update
• Investigate all outstanding GRN SKU’s (Stuart)Investigate all outstanding GRN SKU’s (Stuart)
Check Impatex for Styles
Send Style information to QVC for PO Data & Copy Docs
• Transmit GRN completed SDI’sTransmit GRN completed SDI’s
• Run Daily Transaction FilesRun Daily Transaction Files
Product (Daily)
Supplier (Monthly)
Duty Paid Receipt (Daily)
Stock Adjustments
Removals
• Process new SDI’sProcess new SDI’s
3 SFD3 SFD
Agent UCR RequestAgent UCR Request
Shipment arrivals notified to port or agentShipment arrivals notified to port or agentUCR Requested from Bureau on Receipt of Original Docs with UCR Requested from Bureau on Receipt of Original Docs with Agent or WT BureauAgent or WT BureauUCR Issued by WT BureauUCR Issued by WT BureauUcr log updated with relevant details of shipment and statusUcr log updated with relevant details of shipment and statusAgent Transmits SFD to ChiefAgent Transmits SFD to ChiefAgent Scans through copy of completed SFD (Simplified Frontier Agent Scans through copy of completed SFD (Simplified Frontier Declaration)Declaration)Agent Couriers original SFD plus any Original Documents to WT Agent Couriers original SFD plus any Original Documents to WT BureauBureauSFD Manually added to WT Impatex Duty Management SystemSFD Manually added to WT Impatex Duty Management SystemSDI Added to Impatex System and Transmitted to ChiefSDI Added to Impatex System and Transmitted to ChiefSDI Details reported to CustomerSDI Details reported to CustomerUCR Log updated to show completed statusUCR Log updated to show completed statusEntries reported to Importer in required format and Frequency.Entries reported to Importer in required format and Frequency.
3 SFD3 SFD
WT UCR RequestWT UCR Request
Shipment arrivals notified to portShipment arrivals notified to portUCR Requested from Bureau on Receipt of Original Docs with UCR Requested from Bureau on Receipt of Original Docs with Port or WT BureauPort or WT BureauUCR Issued by WT BureauUCR Issued by WT BureauUcr log updated with relevant details of shipment and statusUcr log updated with relevant details of shipment and statusPort transmits SFD to ChiefPort transmits SFD to ChiefImpatex transmits SFD Data to WT CFSP Server (Simplified Impatex transmits SFD Data to WT CFSP Server (Simplified Frontier Declaration)Frontier Declaration)Port Couriers any Original Documents to WT BureauPort Couriers any Original Documents to WT BureauSFD Automatically added to WT Impatex Duty Management SFD Automatically added to WT Impatex Duty Management SystemSystemSDI Added to Impatex System and Transmitted to ChiefSDI Added to Impatex System and Transmitted to ChiefSDI Details reported to CustomerSDI Details reported to CustomerUCR Log updated to show completed statusUCR Log updated to show completed status
3 SFD3 SFD
UCR Request ExpeditorsUCR Request Expeditors
Shipments to be cleared for each Vessel
UCR’s 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 [email protected] Telephone 0208-750-8636
Stuart Henry [email protected] Telephone 0208-750-8631
Information Required for Reference is as follows
Agents Shipment Reference Vessel/MAWB/Trailer Ref
Date of Arrival Container/MAWB/HAWB
Container Size/ No. of Cartons CBM/Vol-KG
SFD to be entered using the following
SFD CPC 0612071 for Bonded Goods Warehouse Code is C2107082GB
SFD CPC 0610040 for Home Use Goods
Trader as Normal using traders VAT no. & EORI Number. GB 723095447000
Scanned copies of the shipment documents sent to WT Bureau Overnight.
Original Preferences Certificates Couriered to WT Hucknall
3 SFD3 SFD
UCR Request BrinksUCR 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 [email protected] Telephone 0208-750-8636
Stuart Henry [email protected] Telephone 0208-750-8631
Information Required for Reference is as follows
Agents Shipment Reference Vessel/MAWB/Trailer Ref
Date of Arrival Container/MAWB/HAWB
Container Size/ No. of Cartons CBM/Vol-KG
SFD to be entered using the following
SFD CPC 0612071 for Bonded Goods Warehouse Code is C2107082GB
SFD CPC 0610040 for Home Use Goods
Trader as Normal using traders VAT no. & EORI Number. GB 723095447000
3 SFD3 SFD
All Details Added to UCR Log to begin Tracking of ShipmentsAll Details Added to UCR Log to begin Tracking of Shipments
•UCR Logs Monitoring SystemUCR Logs Monitoring System Example of UCR Track-bookExample of UCR Track-book
3 SFD3 SFD
All Details Added to UCR Log to begin Tracking of ShipmentsAll Details Added to UCR Log to begin Tracking of Shipments
•UCR Logs Monitoring SystemUCR Logs Monitoring System Detail covered by UCR Track Detail covered by UCR Track bookbook
•Column AColumn A UCR NoUCR No•Column BColumn B Date of Issue of UCRDate of Issue of UCR•Column CColumn C Agent or Importing OfficeAgent or Importing Office•Column DColumn D Agents ReferenceAgents Reference•Column EColumn E Type of Vessel or Vessel NameType of Vessel or Vessel Name•Column FColumn F Container-Vehicle-No. or Airfreight MAWBContainer-Vehicle-No. or Airfreight MAWB•Column GColumn G Container-Vehicle Size or Airfreight HAWBContainer-Vehicle Size or Airfreight HAWB•Column HColumn H Shipment CBM or Vol WeightShipment CBM or Vol Weight•Column IColumn I No of CtnsNo of Ctns•Column JColumn J Estimated Date of ArrivalEstimated Date of Arrival•Column KColumn K Delivery Date Delivery Date •Column LColumn L Documents Received At Bureau (Couriered from Ports Documents Received At Bureau (Couriered from Ports or Origin)or Origin)•Column MColumn M Regime of UK Destination “BO”=Bond “HU”=Home Regime of UK Destination “BO”=Bond “HU”=Home Use etcUse etc•Column NColumn N Current progress status of SDI EntryCurrent progress status of SDI Entry•Column OColumn O Comments relating to Entry Status of SDI EntryComments relating to Entry Status of SDI Entry•Column P Column P OriginOrigin
4 SDI4 SDI
SDI PreparationSDI Preparation
•All Documents Printed off from Emails 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 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 Weights
•UCR Log Updated with all new information
•SDI’s over 99 lines (Limit of Impatex) split into multiple SDI’s
•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
C&E48A Section 3dC&E48A Section 3d
WT Bureau Procedures-SDI GenerationWT Bureau Procedures-SDI Generation
Entry of the SDI now begins The next pages show the entry Procedures Entry of the SDI now begins The next pages show the entry Procedures to produce the SDIto produce the SDI
• SDISDI All of the Main Details are entered HereAll of the Main Details are entered Here• Value Build UpValue Build Up Freights , discounts and Insurances entered hereFreights , discounts and Insurances entered here• Invoice HeaderInvoice Header Invoice Header details added here. (Invoice Header details added here. (Used as a Key in Used as a Key in
Check)Check)• Invoice Line DetailsInvoice Line Details All style details, Values, Document All style details, Values, Document
details ,preferences entereddetails ,preferences entered herehere• Transmission ItemsTransmission Items Shows CCN Details being transmitted to Chief with Shows CCN Details being transmitted to Chief with
Duty andDuty and Vat CodesVat Codes• ResponseResponse The HMRC response Data is stored hereThe HMRC response Data is stored here..
For Bonded Warehouse entries this is the point of registering the Bonded For Bonded Warehouse entries this is the point of registering the Bonded Liability. The Impatex system automatically transmits all of the data onto the 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 Bonded Warehouse module. The stock is now available to be removed to pay Duty & VatDuty & Vat
The last page shows the SFD Audit Log which is used to check for SFD’s The 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 which have not had entries registered against it or the no of Ctns do not Matchnot Match
4 SDI4 SDI
WT Bureau Procedures SDI Accuracy details.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 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 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.
4 SDI4 SDI
WT Bureau Procedures SDI Accuracy DetailsWT 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
4 SDI4 SDI
Audit Checking of SFD Reporting to ensure all port clearances have been Audit Checking of SFD Reporting to ensure all port clearances have been actionedactioned Impatex SFD Audit ReportImpatex SFD Audit Report
5 SDW5 SDW
WT Bureau Procedures SDW OverviewWT Bureau Procedures SDW Overview
SDWSDW• Daily transaction files sent from WMS System to Daily transaction files sent from WMS System to
Impatex VIA FTP link.Impatex VIA FTP link.RemovalsRemovalsStock Adjustments (Stock Adjustments (Reference Field Copied to Supplier & Reference Field Copied to Supplier & Customer ColumnsCustomer Columns))Duty Paid ReceiptsDuty Paid ReceiptsSuppliersSuppliersProductsProductsGRN FileGRN FileBalance FileBalance File
• File details logged in “Transmission Log” track bookFile details logged in “Transmission Log” track book• Generate and transmit SDW’s to Chief to register Generate and transmit SDW’s to Chief to register
duty & vatduty & 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 .
5 SDW5 SDW
WT Bureau Procedures WMS Transaction FilesWT Bureau Procedures WMS Transaction Files
Goods Arrive at DC
GRN of All Goods Sent Daily
Add to Daily Duty Paid Receipt File
EULDPUK
Adjust
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 followsThe main files required to cover most applications are as follows1.GRN File-List of all goods received daily2.Duty Paid Receipts File-Non Bonded Goods3.Stock Adjustment File-Interwarehouse adjustments4.Removal File-Goods removed to the customer5.Product File-From Vendor with Tarif details6.Supplier File-Details of Suppliers on Imports
6 Reporting6 Reporting
Internal Control Systems- Internal Control Systems- WT Bureau Procedures ReportingWT Bureau Procedures Reporting
Reporting is taken from a HMRC file dump from the Impatex systemReporting is taken from a HMRC file dump from the Impatex system
This is a replica of the data transmitted to chiefThis is a replica of the data transmitted to chief
• Once Month is completed all FSD’s are transmittedOnce Month is completed all FSD’s 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 Bespoke reports are created to customer requirements to help in the analysis of the entries transmitted on their behalf. Any queries are passed analysis of the entries transmitted on their behalf. Any queries are passed back to the HMRC Bureau for verification. These are transmitted to QVC back to the HMRC Bureau for verification. These are transmitted to QVC Accounts to be verified.Accounts to be verified.
Monthly Duty/Vat SummaryMonthly Duty/Vat Summary
SDI Summary showing Potential DutySDI Summary showing Potential Duty
• Bonded warehouse deferment statements are correlated to this data to Bonded warehouse deferment statements are correlated to this data to ensure all is correctensure all is correct
