Customs Clearance NO - Customs module

How to create a Custom clearance in EMMA NO

1. Shortcuts in Emma module
2. Custom Clearance (toll)
   1. General information
   2. Goods items
3. F6/F7 Overview
4. ATtrifering (in progress)
5. Recalculation process (Omberegning)
6. Boss user & Admin functions and setup

 

Custom Clearance:

To access the customs module, simply click on the Toll symbol in the header menu or right-click and choose Fortolling. Additionally, the BOSS user can set the customs module window as the default startup option.

In the clearance window you will notice there are several functions for the module.

F5=Rensskjerm: This will clear out all fields without saving

F6=Tvinntabell: Shortcut to the Tvinntabell and an overview of all active declarations.

F7=Oppdrag: F7 is a full overview of all your declarations. both active and archived ones.

F9=Historikk(V): Look up previously used tariffs and declared goods.

F11=Mal: Overview of all of your declaration templates created.

F12=Råkopi: This will create a copy of your declaration. It will generate a new spednr and copy everything except ref number, goods number

INS=Insert: Send the declaration to customs

An information field located in the top right corner provides the declaration status.

I.e when first entering the details, it will say "Nyregistrering" . 

other status could be "feilmelding", "Lavverdi" , "korriger" or " oppdrag godkjent" .

only "nyregistrering" and "Korriger" are in a state available for amendments

General Information:

Avsender has 4 buttons:

1. Scan: this will be yellow if there are any documents attached to the declaration
2. Rens: to clear all fields and re-enter the consignor.
3. Notat: used if there are important information for the specific client.
4. Kunde: Markedsbase mini, where you can swiftly ass or amend a customer.

Mottaker: got the same field except "sjekk MVA"

When the button lights up as green, it indicates that the consignee is registered in the Brønnøysund MVA register. If it appears yellow, this means that the consignee is registered at Brønnøysund but not in the MVA register. On the other hand, red indicates that the consignee is not registered. If the consignee is shown as green, the MVA information will not be forwarded to customs.

Goods number:

In this section, you have the option to select from F2, F3, F4, F6 or F7 depending on the type of goods number needed.

F2: draw a new goods number from your warehouse. If there is an NCTS conclusion in place, you can refer to previous documents by entering the MRN number to receive a open position number.

F3: indicates that the item has been pre-drawn in the customs warehouse module.

F4: signifies that it originates from a Tour/NCTS trip.

F6 denotes an external goods number from an external source.

F7: Allows for the input of a number from a previous system.

By selecting the tree-dotted box, you have the option to either delete or amend the goods number. In both scenarios, it is necessary to provide a reason as a note for your custom warehouse.

Freight cost:

If the freight cost is not included in the invoice, you have the option to enter the amount here.

Enter the amount and currency. The system will automatically calculate the exchange rate. When you reach the Currency field,  you can directly type in the information or select from the drop-down menu.

The "Fraktberegning" button provides a visual representation of cost distribution and deduction distribution.

Here, we will allocate values to goods items that have been registered according to "Grunnlag" or addition. Emma shows the window if there are registered items and you change the weight/values (amount shipping/surcharges/deductions/invoice).

Financial information:

Enter the invoice number, amount, currency, and date. The customs exchange rate for currency will automatically populate. This rate is updated nightly from the Norwegian Customs Service's website. The date field will suggest today's date, where you only need to enter numbers (avoid using periods).

For date fields, you can use functions such as 'today' or 'yesterday' to input the respective dates. Additionally, 'BOM' signifies the beginning of the month, 'eom' signifies the end of the month, and weekdays (e.g., Monday, Tuesday) for the current week also function. Press <ENTER> in the date field to move to a new invoice line. To modify an invoice line, navigate down the table and make changes directly within the table. To delete a line, select it and press Delete.

Emma will automatically calculates the total invoice amount in the bottom field. If you have invoices in different currencies, they will be converted and summed up in Norwegian currency. The system will automatically switch from the general information page to the goods items page if no invoice number is entered and <Enter> is pressed. To streamline the process for entering multiple invoices, you can import data from an xls file by copying the relevant fields - including invoice number, amount, currency, and date. Click on the button next to the date to initiate this action.

 

more on financial information:

Customs clearance offers the option to input the net invoice value on goods item lines and allocate freight cost accordingly. As you enter the invoice amount, specify whether freight costs are already included. A new field has been introduced specifically for the net value of items.


Example:
In the case of a DAP shipment, I have the invoice amount net and freight cost in addition.
Press N for net in the invoice line and a new Net amount field appears


Here the net amount is 500 and the total invoice amount is 750 EUR



On item records, I get a new field for net basis:




Enter the net value per item and Emma will suggest the total.

 

Goods items:

Important values to note in the general section og the goods items:

Line No.: This field is automatically assigned by the program, so no action is needed from the user.

Tariff No: Enter the tariff number here, and the corresponding product description will automatically populate in the "Product description" field located slightly below on the screen. When entering a new tariff number for the first time, a prompt will guide you to input the relevant text.

By selecting ".." after the "Tariff no." field when it is empty, a table displaying the complete customs tariff will appear. This allows users to search for the relevant text they have entered.

Utilizing the History (F9) feature provides two main functions:

1. To review how similar goods have been previously cleared and approved.

2. To access and duplicate the corresponding customs clearance data.

Various selection criteria can be applied within the history feature. Additionally, you can search by entering the product number/name using Ctrl+S. If there is a history available for the specific customer, a green light will indicate its presence in the History button. It is important to note that the history functionality can be used for all product line registrations at your discretion.

Press F9 and leverage the available criteria to duplicate with a double click or Ctrl+<Enter>. Remember, even after copying a previous tariff, it is essential to review the goods lines to ensure accurate taxes, customs rates, etc., are applied. This step is crucial for determining the correct basis, place of origin, and any other criteria that impact customs/tax calculations. 

"Grunnlag": Once you have selected a tariff number and reach the "Grunnlag" field, the screen will adjust accordingly if you have multiple invoices in different currencies, displaying the relevant invoice information. The process of combining invoices of the same currency involves using the "Spacebar" to select the invoice. Navigate through the invoices using the "Down arrow key" to mark each one accordingly. The system will automatically calculate and display the basis in the currency of the invoices or in NOK if there are varying currencies or Norwegian kroner when applicable. The system always suggests the remaining amount based on the total invoice amounts. Once the basis reaches 0, the customs clearance is finalized, and you can proceed to add the assignment to the TVINN table.

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Gross/Net weight:The Gross/Net weight is automatically carried over from the mission level (located at the top of the screen). These weights are suggested in alignment with the specified basis on the respective goods line. Similar to the basis, the weights will be reset to 0 once the complete invoice amount has been inputted.
Collies:: Package is automatically transferred from "Ant. Kolli" at the top of the screen. If there are several parcels on which the Base is to be distributed, enter the correct number of parcels for which the "Base" field should apply. When you come to a new product line, the rest of the remaining "Ant. kolli" is suggested.
Other Unit: Other unit, if it is required that this field be filled in, you will not exit the field until a value has been entered here. This is governed by the Norwegian customs tariff

Various codes:
Certain codes are specific to either Import or Export. Each field provides options through either a text box or dropdown menu with additional details.

Procedure: Procedure (Normally set on header) is always suggested based on what is set here. 
County of origin: County of origin is only used for Export. 
Origin: Origin is only used for Import, here one enters the country code
TollNed.: Toll reduction is only used for Import.
Preferences: Preferences are only used for Import. 
Verdifasts: Value Determining is only used for Import. 
Package type: Here you choose, for example, "CT" for Carton and "HG" for Barrel/Keg. 
Other unit: If the item code requires another device, this box must be filled in.

Goods lines: are automatically displayed in this window. To remove a line, simply select it and press Ctrl+Delete.

If you need to manually adjust weights in the product line overview, you have the option to do so. However, please be aware that making manual weight adjustments may not automatically update any fees that are weight-dependent. If you make weight adjustments, you may need to review and adjust fees accordingly in the product lines. It is important to avoid altering the basis field, as this will result in the system automatically distributing the weight based on the basis amount.

Merging goods lines:

If you have entered 2 identical product lines (with the same tariff number) in the assignment, a prompt to merge the product line will appear when you move out of the marks and number field. To proceed with the merge, simply click on the "button" that pops up. This will automatically combine the basis of the original product line.

Tax and duties: VAT will be excluded if the consignee is registered in the VAT register, indicated by a green button under the consignee. However, the VAT calculation will still be visible under Estimated duties.

To view the combined total of Customs, VAT, and Charges on the product lines, simply click on "Total" with the mouse. The result will be displayed in the designated "Text box."

VAT and Toll will be automatically displayed once the basis is entered. Any applicable taxes will be indicated in a separate pop-up that appears when you exit the "Mark & Number" column. If taxes are specified, the VAT calculation will be updated automatically.

Please be mindful that manually overriding a fee rate will disable automatic fee updates if the basis changes. Locked taxes will appear in red and you can unlock these by double-clicking on the tax line.
Note! If a tax or TL line is deleted, an automatic update of the VAT basis will be run. BUT - If you only change a tax manually, you must press the VAT button to update the VAT basis

Documents:

Document references As you register product lines, all documents will be displayed in a table where you can mark the references to include in each individual line. While "SER" will be suggested automatically, you will need to mark any other references as needed.
New product line Once you have finished reviewing the entire goods lines and are in the document code field, simply click the left arrow to move to a new product line. It is advisable to do this even if you do not have multiple product lines, as it allows you to verify if the total invoice amount is accounted for in the basis.
Send the clearance to customs. Once you have completed the declaration, simply press the "Insert" button on the keyboard to proceed.

After pressing the Insert button, the TVINN table update window will appear. By default, it should reflect your setup. If you wish to select a different treatment method for customs, such as DMA or DFO, simply click on the lock symbol and make your selection from the dropdown menu.

Emma also performs simple output control to identify any logical errors. In this section, you can review the messages displayed. If adjustments are necessary, simply double click on the message to navigate to the specific field for corrections. Once you have addressed any warnings, you can proceed by selecting the confirmation box. In case you encounter errors that you wish to override, make sure to tick the "overrule all" box as well.