Sea Actual Arrival Reports to Customs the actual arrival details of a vessel into an Australian port. When a sea actual arrival report is created, the Integrated Cargo System (ICS)

IMPORT CARGO REPORTING MANUAL (SEA) – V1.1 23/07/2008 10.1

10 SEA ACTUAL ARRIVAL REPORTS

Australian Customs Service 5 Constitution Avenue Canberra ACT 2601 Telephone: 02 6275 6666 Facsimile: 02 6275 6999 © Commonwealth of Australia 2005

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Australian Customs Service. Requests and enquiries concerning reproduction rights should be addressed to the Director, Corporate Communication, Australian Customs Service, 5 Constitution Avenue, Canberra, ACT, 2601.

SEA ACTUAL ARRIVAL REPORTS

10.2 IMPORT CARGO REPORTING MANUAL (SEA) – V1.1 23/07/2008

OVERVIEW

WHAT IS A SEA ACTUAL ARRIVAL REPORT (SEA AAR)?

A Sea Actual Arrival Report (AAR) is a statement made to Customs by the master or owner of the vessel, or an agent acting on their behalf.

An AAR is a mandatory document in the reporting of sea cargo.

An AAR is a confirming document that contains information about the actual arrival of a vessel at an Australian port.

HOW IS AN AAR COMMUNICATED?

An AAR may be communicated electronically or by giving a documentary form to Customs. An AAR may only be communicated to Customs in documentary form when the reporter:

• is not required to notify Customs of the particulars of cargo reporters under section 64AAB of the Customs Act 1901, or

• is not required to lodge cargo reports electronically.

WHEN IS AN AAR USED?

An AAR is required for every vessel on an international voyage when that vessel arrives at an Australian port. Arrival means the securing of a ship in a port. The definition of securing includes, for example, stopping at anchor, tying up at "dolphins" or buoys, as well as tying up at a wharf.

The AAR must be lodged with Customs either within 24 hours of arrival or before a certificate of clearance is issued in respect of the vessel at that port, whichever first occurs.

The AAR must provide the following:

• vessel identifier (Lloyds or Customs Ship Register number)

• voyage number

• principal agent identifier

• port of arrival

• date and time of arrival

• stevedore establishment ID

• berth code

• reporting party identifier.

LINKS

The following diagram shows the linking fields between an AAR and other documents in ICS cargo reporting. The un-shaded boxes specify which fields on the linked reports must contain the same information for the reports to ‘link’.



Diagram One – Links between Actual Arrival Reports and other ICS reports

Notes:

1. A Sea Actual Arrival Report will only link to a sea cargo outturn report with a vessel discharge/underbond indicator of ‘V’ (vessel discharge).

CONSOLIDATED CARGO STATUS AND SCREENING

Lodgement of an AAR has no effect on the status of cargo1.

No cargo screening period applies to an AAR.

Note: A certificate of clearance to depart from a port will not be granted unless an actual arrival report has been lodged for the corresponding arrival.

UNSOLICITED MESSAGES

Lodgement of an AAR creates no unsolicited messages in the ICS.

DOCUMENT STATUS

After lodgement AARs are validated within the ICS. An AAR that fails validation will be rejected and will not be stored in the ICS. These documents must be corrected and re-lodged.

1 The absence of an actual arrival report will prevent the approval of an underbond movement request that uses reason code TUW to remove time-up cargo to a section 79 warehouse.



AARs that pass validation and are stored in the ICS are assigned a document status. The status of an AAR can only be determined by checking the ICS. The possible statuses for an AAR are:

• Clear – the AAR has been validated without error. This is the default status and is implied by the acceptance and storage of the report.

• Withdrawn – the AAR has been withdrawn. This is indicated by the ‘withdrawn’ indicator displayed across the top of the screen in red.

LEGISLATION

Customs Act 1901

Section 64AA - requires that the master or owner of a ship, must communicate an AAR to Customs no later than 24 hours after the ships arrival, specifying information on the arrival of the ship at that port.

OFFENCES

Section 64AA(9) - An offence against subsection 64AA(9) – intentional failure to report the actual arrival of a ship in the manner prescribed. This is a fault-based offence with a maximum penalty on conviction of 120 penalty units.

Section 64AA(10) - An offence against subsection 64AA(10) – failure to report the actual arrival of a ship or failure to communicate the actual arrival of a ship on the approved statement in a timely and accurately manner. This is an offence of strict liability under subsection 64AA(11) with a maximum penalty of 60 penalty units. The Infringement Notice Scheme (INS) applies to offences against section 64AA(10), with a penalty of twelve penalty units. A penalty unit is defined by subsection 4AA(1) of the Crimes Act 1914.

FURTHER INFORMATION

Further information about the Customs Regulatory Philosophy can be found at http://www.customs.gov.au

Further information about the Customs Infringement Notice scheme can be found at http://www.customs.gov.au

CREATING AN ACTUAL ARRIVAL REPORT The sea actual arrival report screen enables users with the appropriate access to report to Customs the actual arrival details of a vessel into an Australian port.

When a sea actual arrival report is created, the Integrated Cargo System (ICS) will attempt to link the sea actual arrival report to other reports (eg, an impending arrival report) received by the ICS. The ICS does this by looking at various fields such as the Vessel ID and Voyage number.

Tip: before attempting to create a sea actual arrival report, ensure that you have all required information and codes. It is NOT possible to use the reference search function (eg, for a UNLocode) and lodge a sea actual arrival report simultaneously.

The following table lists the codes that may be required in lodging a sea actual arrival report and the fields to which they apply.



Field name Type of code/identifier

Vessel ID Lloyds’ Number / Customs Ship Register

Arrival Port Code United Nations location code (UNLocode)

Principal Agent ID

Stevedore ID

Australian Business Number (ABN) or Customs Client Identifier (CCID)

Stevedore Establishment ID Establishment Identifier

Berth Code Berth Code

Tip: a sea actual arrival report can contain a maximum of 999 lines. A maximum of 50 lines can be added to a page before the sea actual arrival report must be submitted. To add additional lines, refer to Amending a Sea Actual Arrival Report.

To create a sea actual arrival report:

Step 1. From the main menu, click on Imports, click on Sea Arrivals and then click on Create AAR.

The Sea Actual Arrival Report Create screen displays.

The sea actual arrival report process enables users to report to Customs the actual arrival details of a vessel into an Australian port.

Note: the Reported By ID field will default to the ABN/CCID (Australian Business Number/Customs Client Identifier) of the reporting party and is read-only).

Step 2. In the Vessel ID field, enter the unique identifier for the arriving vessel. This may be either a Lloyds’ number (an internationally recognised register of unique numbers issued primarily to commercial vessels) or a Customs Ship Number (a unique alpha-numeric identifier assigned by Customs for vessels that do not have a Lloyds’ number).

Step 3. In the Voyage No field, enter the vessel operators voyage number for the current journey to Australia.



Step 4. In the Arrival Port Code field, enter the UNLocode for the port where the vessel arrived into Australia.

Step 5. In the Actual Arrival Date field, enter the date the vessel arrived at the port. This will be the local date of the port entered.

Step 6. In the Actual Arrival Time field, enter the time the vessel arrived at the port. This is the local port time in 24hr format, for example ‘16:45’.

Step 7. In the Principal Agent ID field, enter the identifier of the principal agent (who may or may not be the entity sending this report). The principal agent takes the responsibility for handling all operational aspects of a vessel up to and during its stay in port and also handles the outwards Customs clearance of a vessel prior to it leaving port. The identifier is either an Australian Business Number (ABN) or Customs Client Identifier (CCID).

Step 8. In the Stevedore ID field, enter the identifier of the stevedore that will be handling the cargo when the vessel has arrived into a port in Australia. The identifier is either an Australian Business Number (ABN) or Customs Client Identifier (CCID).

Step 9. In the Stevedore Establishment ID field, enter the identifier of the stevedore establishment that will be handling the cargo when the vessel has arrived into a port in Australia.

Step 10. In the Berth Code, enter the code for the berth where the vessel is tied up. Berth codes identify the location of berths of a wharf. Each berth in a given port has a unique identifier.

Note: to exit this screen without saving, click on the Cancel button.

Step 11. Click on the Submit button.

The Sea Actual Arrival Report View screen displays.

SEARCHING FOR A SEA ACTUAL ARRIVAL REPORT The Sea Arrivals Search screen enables users with the appropriate access to search for sea arrival reports.

Note: the same screen is used to search for both sea actual arrival reports and sea impending arrival reports.

To search for a sea arrivals report:

Step 1. From the main menu, click on Imports, click on Sea Arrivals and then click on Search.

The Sea Arrivals Search screen displays.



The Sea Arrivals Search screen enables users to search for a sea arrival report.

The default report in the Select Report field is Sea Impending Arrival.

Step 2. In the Select Report field, click on the drop down button and select SEA ACTUAL ARRIVAL.

The default search criteria in the Select Combination field are Vessel Id and Voyage No. Fields for this search combination are displayed as mandatory fields. All other fields are disabled.

Step 3. In the Select Combination field, click on the drop down button and select one of the following options:

• VESSEL ID AND VOYAGE NO (default)

• VESSEL ID AND ARRIVAL DATE RANGE

• VESSEL ID AND ARRIVAL PORT CODE

• ARRIVAL PORT CODE AND ARRIVAL DATE RANGE

• ARRIVAL DATE RANGE

• VESSEL ID, STEVEDORE ESTABLISHMENT ID AND ARRIVAL DATE RANGE

• VESSEL ID, VOYAGE NO AND STEVEDORE ESTABLISHMENT ID

• STEVEDORE ESTABLISHMENT ID AND ARRIVAL DATE RANGE

• PRINCIPAL AGENT AND ARRIVAL DATE RANGE

• PRINCIPAL AGENT, ARRIVAL PORT CODE AND ARRIVAL DATE RANGE.

Tip: choosing an appropriate search option will make searching more efficient.

When uncertain about specific details, a broad search option should be used. When a broad search option is used, a list will usually be returned. From this screen a specific document can be chosen. The broadest search option available is the Arrival Date Range option.

Note: when searching using the Arrival Date Range field, the date range defaults to 10 days before the system (search) date and 10 days after the system (search) date but this date can be changed if required. The date range must be no more than 30 days duration.



Step 4. Enter the relevant values in the mandatory fields.

Note: to clear the search criteria entered, click on the Clear button.

Step 5. Click on the Search button.

If only one record is found, the Sea Actual Arrival Report View screen displays.

If more than one record is found, the Sea Actual Arrival Report List screen displays.

The Sea Actual Arrival Report List screen enables users to view a list of sea actual arrival reports.

The sea actual arrival list is sorted by actual arrival date/time (descending) and then by vessel id (ascending). The actual arrival date/time is displayed in local time for the port of arrival. All fields are read-only.

The following table lists the options available on the Sea Actual Arrival Report List screen.

Option Action Result

To view the previous or next page of results.

Note: only available if more than one page exists.

Click on the Prev or Next button.

The previous or next page of results displays.

To perform another search (with existing search criteria retained).

Click on the Back hyperlink.

The Sea Arrivals Search screen displays with the search criteria retained.

To perform another search (with default search criteria).

Click on the New Search hyperlink.

The Sea Arrivals Search screen displays with and displays the default search criteria.

Step 6. Click on a hyperlink in the Vessel Name column.

The Sea Actual Arrival Report View screen displays.



The Sea Actual Arrival Report View screen enables users to view the details of a sea actual arrival report.

All fields are read-only.

The following table lists the options available on the Sea Actual Arrival Report View screen.


To view the associated outbound messages.

Click on the Outbound Msg hyperlink.

The Outbound Message Search screen displays. Refer to volume 1 module 4.

To view the previous or next version of the sea actual arrival report.

Note: only available if more than one version exists.

Click on the Version < or > button.

The previous or next version of the sea actual arrival report displays.

Note: fields on the version are highlighted if they are different from the fields on the previous version.

To view a linked sea impending arrival report.

Note: the hyperlink only displays if a sea impending report exists.

Click on the Sea Impending Arrival hyperlink.

The Sea Impending Arrival Report View screen displays.

To view a linked progressive discharge report.

Note: the hyperlink only displays if a progressive discharge report exists.

Click on the Progressive Discharge hyperlink.

The Progressive Discharge Report View screen displays.




To view the previous or next page of line summary details.

Note: only available if your search found more than one record.

Click on the Report Prev or Next button.

The previous or next page of line summary details displays.

To amend a sea actual arrival report.

Click on the Amend button.

The Sea Actual Arrival Report Amend screen displays.

To withdraw the sea actual arrival report.

Click on the Withdraw button.

A confirmation box displays. Refer to Withdrawing a Sea Actual Arrival Report.

If a previous version of the Sea Actual Arrival Report View screen is accessed, the following changes occur:

• the View EDI Details hyperlink (if EDI details exist) will display

• the Amend and Withdraw buttons are not displayed

• the fields on the version are highlighted if they are different from the fields on the previous version

• the report Prev and Next buttons are disabled

• the < version button is disabled if this is the earliest version

• the > version button is disabled if this is the latest version

o hyperlinks to other screens are not displayed.

If the Sea Actual Arrival Report View screen is accessed from related import reports or documents, the following changes occur:

• the Report Prev and Next buttons are disabled

• the Amend and Withdraw buttons are not displayed

o hyperlinks to other screens are not displayed.

AMENDING A SEA ACTUAL ARRIVAL REPORT The Sea Actual Arrival Amend screen enables users with the appropriate access to report to Customs, updated arrival details of a vessel into an Australian port. Changes to the sea actual arrival report are limited to the berth code and to the actual arrival date and time fields.

Tip: before attempting to amend a sea actual arrival report, ensure that you have all required information and codes. It is NOT possible to use the reference search function (eg, for a UNLocode) and amend a sea actual arrival report simultaneously.



To amend details of a sea actual arrival report:

Step 1. From the Sea Actual Arrival Report View screen, click on the Amend button.

The Sea Actual Arrival Report Amend screen displays.

The Sea Actual Arrival Amend screen enables users to report to Customs updated arrival details of a vessel into Australian port.

The following fields are read-only:

• Vessel ID

• Voyage No

• Arrival Port Code

• Reported By ID

• Principal Agent ID

• Stevedore ID

• Stevedore Establishment ID.

The following fields can be amended if required:

• Actual Arrival Date

• Actual Arrival Time

• Berth Code.

Step 2. Make the required changes to the sea impending arrival report.

Note: to exit this screen without saving, click on the Cancel button.

Step 3. Click on the Submit button.

The Sea Actual Arrival Report View screen displays with the updated details.



WITHDRAWING A SEA ACTUAL ARRIVAL REPORT Sea Actual Arrival Report withdraw functionality is found on the Sea Actual Arrival Report View screen and enables users with the appropriate access to withdraw a sea actual arrival report in the Integrated Cargo System (ICS).

To withdraw a sea actual arrival report:

Step 1. From the Sea Actual Arrival Report View screen, click on the Withdraw button.

A confirmation box displays.

Step 2. Click on the OK button.

The Sea Actual Arrival Report View screen displays with a Withdrawn indicator in the red text at the top of the screen.

RELATED TOPICS

For more information on Cargo Reporting, refer to Module 1.

For more information on Sea Impending Arrival Reports, refer to Module 7.

For more information on Sea Cargo Reports, refer to Module 8.

For more information on Cargo List Reports, refer to Module 9.

For more information on Progressive Discharge Reports, refer to Module 11.

For more information on Outturn Reports, refer to Module 12.

For more information on Vessel Summary, refer to Module 13.

For more information about the Reference Functionality that relates to Cargo reporting, refer to Volume 1 Module 5.3.

FURTHER ASSISTANCE

Email [email protected] or phone 1300 558 099.

mailto:[email protected]

Documents

Sea Actual Arrival Reports to Customs the actual arrival details of a vessel into an Australian port. When a sea actual arrival report is created, the Integrated Cargo System (ICS)