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Emma Compliance - Reconciliation and Enquiry

Learn how to reconcile customs declaration data in Emma Compliance, identify missing declarations, request them from customs representatives, and add documents manually when needed.

Enquiry of Missing Declarations

This is not intended to be a comprehensive description, but rather a practical starting point for basic procedures related to imports and the preparation of import VAT specifications. We recommend that each company assesses its own procedures, identifies potential risk areas, and evaluates the service level provided by its customs and clearance providers.

Check your Broker Instructions

Before starting the reconciliation and enquiry process, make sure that your Broker Instructions are up to date.

1. Have all your customs representatives been informed of how and where declaration documents should be submitted?

2. XML via SFTP

3. PDF by email

1. Reconciliation

Download the declaration overview early each month

To ensure an efficient reconciliation process, we recommend obtaining the declaration overview as early as possible each month.

Download the declaration overview/customs statistics files

For other countries where official customs statistics are not available, the new Emma Compliance will provide the option to reconcile statistics obtained from other sources, for example from the company’s respective customs representatives.

Contact support@emmasys.com if you are unsure which files to use or how to retrieve them.

The Inbox should be checked before sending a request for missing declarations (except for the Norwegian version). Link to Inbox-article here.

Check whether the declaration documents have already been received BEFORE requesting them.

 

2. Requesting Missing Declarations

Request missing declarations as soon as possible after reconciling the period

If declarations are identified as missing during the reconciliation process, we recommend requesting them immediately.

Select the relevant declarations for each customs representative by checking the box to the right of the flag, then click Request Missing Declarations. The system will automatically create a message to the relevant customs representative. Enter your email address and send the message. The customs representative will then receive information about which declarations are missing.

    • Once the request has been sent, the Last Requested Date is recorded for each declaration.

The list of missing declarations displays different flags indicating the status and recommended action:

    • Green flag
      The customs representative uses the Emma CMS customs clearance solution, and both XML and PDF files should be transferred automatically system-to-system, without the use of email. These declarations normally do not need to be requested manually, as the system automatically searches for them after reconciliation.
      • If the declarations have not been received within a couple of days, please contact support@emmasys.com.
    • Blue flag
      The customs representative supports system-to-system transfer of XML and PDF files, without the use of email. Request missing declarations as normal. Missing declarations with a blue flag are often due to the customs representative not having submitted the declaration to Emma as agreed.
    • Yellow flag
      The customs representative does not support XML transfer. PDF files that can be read by the system are submitted by email. Request missing declarations as normal.
      • Black flag
        The PDF file cannot be read or is not supported for data extraction. Ask the customs representative to send the declaration as a PDF by email so that it can be uploaded manually by the user.
        • If you receive PDF files that cannot be read by the system, please contact support@emmasys.com. The files can then be assessed and potentially used to set up PDF data extraction.
      • Red flag
        Unknown customs representative – the customs representative’s email address is not registered.
        • Send the relevant email address(es) to support@emmasys.com for registration. The customs representative will then be moved to the Black flag category. Follow the process described above for the Black flag category.


    3. Wait before performing a follow-up check

    Wait a few days before performing a follow-up check to allow the customs representative(s) time to submit the missing declarations in response to the request.

    Provided that the declarations are submitted correctly, the list of missing declarations will be updated automatically when the missing declarations are received in Emma Compliance.


    If you need to add a declaration manually, see this article.