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Emma Compliance Inbox: Document Submission Guide

The Emma Compliance Inbox is used to receive customs declarations and supporting documents from customs brokers.

When brokers are unable to transfer data automatically (e.g. via SFTP, FTP, or web services), documents are instead sent as email attachments to the account-specific Inbox address.

The Emma Compliance Inbox works hand-in-hand with your broker instructions and uploaded customs statistics requirements.

What is a broker instruction?

The broker instruction template is created when you first begin using Emma Compliance, with one instruction generated per account.

It is important to forward these to your relevant customs representatives.

In short, the broker instructions define:

  • What to send

  • How to send it

  • Where to send it

Customs representatives who are unable to transfer declaration data automatically (e.g. via SFTP, FTP, or web services) will instead send declaration documents as email attachments.

Each Emma Compliance account has its own email address, which is created during the account setup.

 The email format is structured as this: ISO country code + VAT number + @emma.no
 

The Inbox does not function like a regular email inbox

  • You cannot use it to communicate
  • It only displays received attachments and basic email data (such as date, subject, and file name)


What to send

Customs declarations/decisions:

  • PDF documents - generated, not scanned.
  • SAD/EAD equivalent - official document format.
  • XML files. This is available in certain countries.

Supporting documents:

  • Commercial invoice or proforma (if applicable)

  • Transport documents: CMR, AWB, etc.

  • Certificates of origin: EUR.1, GSP, REX, etc.

  • Packing list or loading list

  • Freight cost

Supporting documents may also be in formats such as:

  • XLSX, TIF, TXT, DOCX, XML

Supporting documents should preferably be sent as separate attachments


How to send

  • One email per customs declaration number.
  • One email with the customs decision including the supporting documents in one email is the optimal method.
  • Include the customs declaration number in the subject
    • Can be combined with other references (e.g. AWB, CMR)

If documents are sent in separate emails:

  • The subject must include the customs declaration number.
    • Without this it will increase manual work for the user in order to allocate the received attachments per customs id in the archive.
 

Restrictions

  • No ZIP files - must be unpacked manually.
  • No extra encryption like smime.p7m as
    Emma Compliance does not have your
    private key to decrypt the message.
 

Where to send

  • Send to the correct account-specific email address
  • This is defined in the broker instruction
    • VAT number
    • Country

       

Definitions

  • Import declarations: based on VAT/EORI used as importer of record
  • Export declarations: based on VAT/EORI used as exporter of record