Ricardo Interface...

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This document is CONFIDENTIAL and its circulation and use are RESTRICTED. © 2017 Grosvenor International Systems Ltd

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Orpington, Kent BR6 0LG

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Ricardo

Interface Specifications

October 2017 2

Ricardo Interface Specifications

Contents

1. General Information: Page

1.1 Introduction 8

1.2 Funnels (UK System)

File name

File location

File Type

End of file marker

Field delimiter

Record terminator

Field padding

Field selection

Decimal places

Field types

Field Lengths

9

1.3 Intrastats Funnels 11

2. Static Data Funnels:

2.1 Supplier – Insert (R05)

Summary of fields required

Details of fields required

Example

12

2.2 Supplier – Insert/Update (R08)



15

2.3 Customer – Insert (R10)

Summary of fields require


Example

18

2.4 Customer – Insert/Update (R11)



Example

22

2.5 Product – Insert (R15)



Example

26

2.6

Product – Insert/Update (R18)



35

October 2017 3

2.7 BOM Finished Product – Insert (R70)



Example

44

2.8 BOM Finished Product – Insert/Update (R73)



Example

47

2.9 BOM Component – Insert (R75)



Example

50

2.10 BOM Component – Insert/Update (R78)



Example

52

2.11 Name and Address (R13)



54

2.12 Name and Address (R14 – Insert/Update)



56

3. Transaction Data Funnels: Imports/Receipts

3.1 Entry Header (R20)



Example

58

3.2 Entry Charges (R21)



Example

65

3.3 Entry Containers (R22)



Example

68

3.4 Entry AWB/BL (R23)



Example

68

3.5 OPR Exported Stock (R40)



Example

68

October 2017 4

3.6 Receipt Invoice Header (R50)



Example

71

3.7 Receipt Invoice Line (R51)



Example

76

3.8 Receipt Invoice Header Charge (R52)



Example

84

3.9 Receipt Invoice Line Charge (R53)



Example

87

3.10 Entry/Invoice Link (R54)



Example

90

3.11 Non-CFSP IPR Stock Take On (R90)



92

3.12 Non-CFSP Warehouse Stock Take On (R96)



99

3.13 Non-CFSP free Circulation Stock Take On (R97)



106

3.14 Marks and Numbers (P01)



113

3.15 Container Numbers (P02)



114

3.16 Preference Certificate Details (R57)


Example

115

3.17 Miscellaneous Certificate Details (R58)


Example

117

3.18 Miscellaneous Export Certificate Details (E07) 119

October 2017 5


Example

4. Transactional Data Funnels: Removals

4.1 Removal Transaction Header (R60)



Example

120

4.2 Removal Transaction Line (R61)



Examples

Extended R61 line set up, and usage

Summary of new fields required

Details of new fields required

Examples

Box 44 (supplemental)

124

5. Transactional Data Funnels: Exports (NES)

5.1 Entry Headers (E01) 131

5.1a Entry Header (E01) for FULL Declarations



Example

131

5.1b Entry Header (E01) for Supplementary Declarations



Example

134

5.2 Invoice Header (E02)



Example

137

5.3 Invoice Lines (E03)



Example

139

6. Transactional Data Funnels: National Computerised Transit

System (NCTS)

6.1 Departure Line Prev Admin (N14) NCTS IE015 Message



Example

142

6.2 Departure Line Special Mentions (N15) – NCTS IE015 Message



Example

144

October 2017 6

6.3 Departure Header (N01) IE015 Message (Version 0.4)



Example

146

6.4 Departure Header – Guarantee (N03) – NCTS IE015 Message



Example

150

6.5 Departure Header – Seal (N02) – NCTS IE015 Message



Example

152

6.6 Departure Line (N10) – NCTS IE015 Message (Version 0.3)



Example

154

6.7 Departure Line Container (N11) – NCTS IE105 Message



Example

156

6.8 Departure Line Document (N13) – NCTS IE015 Message



Example

158

6.9 Departure Line Pack (N12) – NCTS IE015 Message



Example

160

October 2017 7

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October 2017 8

Ricardo Interface Specifications

Please note this funnel specification guide should be read in conjunction with the HMRC Tariff

1. GENERAL INFORMATION

IINNTTRROODDUUCCTTIIOONN

This Interface Specification document has been compiled to assist those clients that are interfacing in-house computer systems

with Ricardo and as such, should be given to your MIS (IT) department. It is the key document used during Interface Review

Meetings at the beginning of the implementation process.

We have designed flexibility into the system by offering different methods of capturing the necessary information. To help

understand the way the system works, it is necessary to remember that all mandatory reporting elements must be available at the

time of reporting.

Whilst it is the policy of Grosvenor to continually update and improve upon its products, it will endeavour to do so, without

further modification to these specifications. However, Clients should be aware that such a change might be unavoidable due to

changes in legislation, which are outside of the control of Grosvenor. At all times throughout the development phase, it is

advisable to involve your Local Customs officer.

We are in regular communication with HMRC. At times these discussions result in new or changed data elements being required

within the declarations Ricardo sends. Although we try and guard against it, at times this may require amendments to the

interface specifications in this document.

October 2017 9

11..22 FFUUNNNNEELLSS ((UUKK SSYYSSTTEEMM))

Ricardo funnels are designed to offer a simple but effective interface between Mainframe applications and Ricardo. Data can be

transmitted in a single file, which can, if required, hold all the different record types specified within the Interface Specification.

Ricardo will check the format of the data and provide an error report if the transmitted format or content is inconsistent with the

data already present in the Ricardo master files.

File Name Ricardo incorporates a funnel control file.

The system will automatically look for the next file in the sequence –

R0000001.PRN, R0000002.PRN, etc.

When the file has been processed through the initial transmission validation

phase, the file will be renamed to X0000001.XRN, X0000002.XRN, etc.

In addition to this, a control file will report on all transferred details.

The above sequence numbering will prevent a transferred file from being

overwritten.

However, if adequate precautions are enforced, to prevent unprocessed

transmissions from being overwritten, then a non-sequential file name of

RFUNNEL.PRN may be used. In this case, the system will still maintain

the sequential renumbering of processed files. The RFUNNEL.PRN file

will be renamed as per the above R0000001.XRN, etc. and the control file

will operate as before.

The non-CFSP warehouse, Free Circulation and IPR stock take on funnels

can be presented to Ricardo in RFUNNEL.PRN or can be named as

WHSTOCK.PRN, FCSTOCK.PRN and IPRSTOCK.PRN respectively.

If presented as WHSTOCK.PRN etc, these files are renamed to

R9500001.XRN, R9500002.XRN, etc. for the warehouse stock funnel and

to R90000001.XRN, R9000002.XRN, etc. for the IPR stock funnel i.e. they

incorporate the record type in the renaming). Otherwise the renaming is the

same as in the previous paragraph.

File Location All funnel files used by the system should be copied into the relevant

company folder e.g. for company ABC001, you would copy the funnel file

into RICARDO\COMPANY\ABC001 before running.

File Type ASCII Sequential.

End of File Marker Hex 1A.

Field Delimiter Hex 2B if using the symbol + as the delimiter. However, other delimiters

may be used – as specified on installing a new company (see ‘Chapter Two

– Static Data – Setting Up/Maintaining – Company File Details’).

Record Terminator Hex 0D Hex 0A.

Field Padding Padding to a fixed record length is optional following the final field

delimiter and preceding the end-of-record terminators.

October 2017 10

Field Selection For format validation, it is not necessary to have values in every field.

However, it is necessary to include a field delimiter to indicate the presence

of the field.

Furthermore, the formats for each field specify maximum lengths (alpha and

alphanumeric fields only), thus, as long as type-matching is satisfied (or the

field is empty), there is no need to add justifying spaces. It follows that

records may be of variable length.

Decimal Places For numeric data where the values are not whole numbers a decimal point is

required. Decimal places are NOT ‘implied’.

Field Types AN Denotes alphanumeric.

AA Denotes alpha only.

NU Denotes numeric (decimal points to be included where applicable).

DA Denotes dates (either DDMMYYYY or DD/MM/YYYY).

NS Denotes numeric string (0-9 – no decimal points allowed).

YN Denotes Yes or No (i.e. Y = Yes, N = No).

Field Lengths F If preceded by an F, it means that the field has a ‘Fixed Length’

i.e. F2 means that only fields with a length of 2 may be accepted.

M If preceded by an M, it means that the length shown is the

‘Maximum Length’ i.e. M3 means that the system will accept up to

A maximum of 3 characters.

Numeric (only) fields (NU) do not have a maximum length and as such, no

length is specified. The Decimal point is to be included if values are not

whole numbers. See note above “Decimal Places”

Use of non -

Numeric or non-

Alpha Characters

There is a requirement to report Name and Address data electronically to

HMRC. This data will very often contain non-numeric and non-alpha

characters (such as punctuation marks) some of which are also used in the

creation of messages sent to CHIEF. Sending these is likely to cause a

failure for “Illegal Message Format”. Therefore, you should use only the

characters A-Z and 0-9 and <space> in all names and address records R13

and R14. Foreign Language character sets must also be avoided.

Export declarations send the product description as stored on the product

file to CHIEF. For this reason, you should also use only characters A-Z and

0-9 and <space> in field 6 in records R15 and R18.

Use of Insert and

Insert/Update

funnel types

“Insert” versions of master/static data interfaces can only be used to insert a

particular record for the first time. The “Insert/Update” version can be used

to either insert (for the first time) or update a particular record. If the

“Insert/Update” version is used to insert data (for the first time) then the

completion rules for the “Insert” version of the funnel should be observed.

October 2017 11

11..33 IINNTTRRAASSTTAATTSS FFUUNNNNEELLSS

For funneling Intrastats data, you should use the R50/51 Record Types for EC Acquisitions / Purchases but rename the funnel

file from RFUNNEL.PRN to ECFUNNEL.PRN and copy into the relevant RICARDO\COMPANY\….. Folder before running

the funnel validation. For EC Despatches / Sales, you should use the R60/61 Record Types and as per Acquisitions, rename the

funnel from RFUNNEL.PRN to ECFUNNEL.PRN and copy into the appropriate COMPANY\…. Folder. The Intrastats funnels

for both purchases and sales are run under the menu option of ‘Intrastats – Input Data – Funnel Input’ and NOT under ‘Process –

Funnel Transmission Validation’ as per other invoice funnels.

For Intrastats movements, the following Procedure Codes should be used:

EC Purchase/Acquisition 88800nn

EC Sale/Dispatch 88850nn

Note:

The digits ‘888’ have been used to represent EC transactions on ‘funneling’ invoice data, as these two digits are not in use by

Customs for non-EC movements.

Where nn =

1st Digit:

1 All transactions involving actual or intended change of ownership for a

consideration (except those appropriate to 2, 7, 8).

2 Returned goods and replacement goods.

3 Free of charge transactions involving permanent change of ownership.

4 Goods for processing or repair (other than 7).

5 Goods returned following process or repair (other than 7).

6 Movement of goods without transfer of ownership for hire, operational

leasing and other temporary use, except process for repair.

7 Joint defence projects or other joint inter-government production program

e.g. Airbus.

8 Supply of building materials and equipment as part of a general construction

or engineering contract.

9 Other transactions.

2nd Digit:

0 In all cases where 6, 7 or 8 do not apply.

6 Credit notes.

7 Transaction included on supplementary declarations but not shown in Boxes

8 or 9 of the VAT returns for the equivalent period (this will be generated

by the system).

8 Transactions included in Boxes 8 or 9 of the VAT return but not required on

the supplementary declarations.

October 2017 12

2. STATIC DATA FUNNELS

22..11 SSUUPPPPLLIIEERR -- IINNSSEERRTT ((RR0055)) –– SSEEEE AALLSSOO RR1133//1144

Summary of Fields Required:

Field Description Fld.

No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3 Mandatory – always R05

Company Code 2 AN M6 Mandatory

Supplier Reference 3 AN M17 Mandatory

Full Supplier Name 4 AN M40 Mandatory

Country of Supplier 5 AA F2 Mandatory

Default Mode of Transport 6 NS F1 Optional

Default Terms of Delivery 7 AA F3 Optional

Uplift Percentage 8 NU Optional

Supplier Group Code 9 AN M14 Optional

User 1 10 AN M24 Optional


Grosvenor 1 12 AN F1 Not Used – denoted by a delimiter



Details of Fields Required:

Field Descriptions -

Supplier Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3

Mandatory requirement.

Always R05 – the system will reject

lower case record type (e.g. r05).

Company Code 2 AN M6


The company code should be set up on

the company file. You should also be

logged onto the appropriate company

(where more than one company has

been set up on the system).

Supplier Reference 3 AN M17 Mandatory requirement.

Full Supplier Name 4 AN M40 Mandatory requirement.

This is a free text field.

October 2017 13


Supplier Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Country of Supplier 5 AA F2 Mandatory requirement.

The country must be set up on the

country codes file and must be a

recognised Customs code (as per the

HMRC Tariff – Volume 3, Appendix

C1).

Default Mode of Transport 6 NS F1 Optional requirement.

If included, it will be used as the

default mode of transport on receipt

transactions using this supplier.

In addition, if used, the mode of

transport code must be a valid HMRC

code that has been set up on the system.

Default Terms of Delivery 7 AA F3 Optional requirement.


default terms of delivery on receipt


In addition, if used, the terms of

delivery code must be a valid HMRC


Uplift Percentage 8 NU Optional requirement.

If included, will be applied to all

products (set up under this supplier)

which are used on receipt invoices.

An uplift percentage will affect the

amount of duty and VAT payable, and

as such, care should be taken.

Supplier Group Code 9 AN M14 Optional requirement.


This may be used for grouping ‘like’

suppliers – useful for extracting data

for reporting purposes.

User 1 10 AN M24 Optional requirement.

This is a free text field that is not used

on reporting to Customs.

This field may be used for storing

additional information relating to the

supplier in question. Useful for

extracting supplier data for reporting

purposes.

October 2017 14


Supplier Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes


As per ‘User 1’.

Grosvenor 1 12 AN F1 Not used by the system.

No data should be input in this field.

However, the field must still be

denoted by a delimiter.


As per ‘Grosvenor 1’ – delimiter

required.



required.

Example of a Supplier (Insert) Funnel Record: (using a + delimiter)

R05+000+SUPPLIER1+SUPPLIER ONE+US+4+CIF+5.50+GROUP1++++++

October 2017 15

22..22 SSUUPPPPLLIIEERR –– IINNSSEERRTT//UUPPDDAATTEE ((RR0088)) SSEEEE AALLSSOO RR1133//1144



No.

Field

Type

Field

Lgth.

Notes




Full Supplier Name 4 AN M40 Optional

Country of Supplier 5 AA F2 Optional



Uplift Percentage 8 NU Optional

Supplier Group Code 9 AN M14 Optional








Supplier Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3




Company Code 2 AN M6








The supplier reference needs to be

present on the supplier file.

Full Supplier Name 4 AN M40 Optional requirement.


October 2017 16


Supplier Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Country of Supplier 5 AA F2 Optional requirement.

If used, the country must be set up on

the country codes file and must be a



C1).



default mode of transport on receipt


In addition, if used, the mode of

transport code must be a valid HMRC




default terms of delivery on receipt


In addition, if used, the terms of

delivery code must be a valid HMRC


Uplift Percentage 8 NU Optional requirement.

If included, will be applied to all

products (set up under this supplier)

which are used on receipt invoices.

An uplift percentage will affect the

amount of duty and VAT payable, and

as such, care should be taken.

Supplier Group Code 9 AN M14 Optional requirement.


This may be used for grouping ‘like’

suppliers – useful for extracting data

for reporting purposes.

October 2017 17


Supplier Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes






supplier in question. Useful for

extracting supplier data for reporting

purposes.





However, the field must still be




required.



required.

October 2017 18

22..33 CCUUSSTTOOMMEERR -- IINNSSEERRTT ((RR1100)) SSEEEE AALLSSOO RR1133//1144



No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3 Mandatory - always R10


Customer Reference 3 AN M17 Mandatory

Full Customer Name 4 AN M40 Mandatory

Country of Customer 5 AA F2 Mandatory

Customer Group Code 6 AN M14 Optional

VAT Registration Number 7 AN M14 Conditional

IPR Authorisation Number 8 AN M14 Optional

Warehouse Authorisation

Number

9 AN M19 Optional

Reference Number only. Type and

country will default in.

e.g.

1234567

Default Invoice Currency 10 AA F3 Optional





Customer EORI 15 AN M12 Optional

Deferment Account 16 AN M7 Optional

Deferment Type 17 AN F1 Optional


Field Descriptions –

Customer Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3 Mandatory requirement.



Company Code 2 AN M6 Mandatory requirement.






Customer Reference 3 AN M17 Mandatory requirement.

October 2017 19


Customer Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Full Customer Name 4 AN M40 Mandatory requirement.


Country of Customer 5 AA F2 Mandatory requirement.





C1).

Customer Group Code 6 AN M14 Optional requirement.


The customer group field may be used

for grouping ‘like’ customers – useful

for extracting data for reporting

purposes.

VAT Registration Number 7 AN M14 Conditional requirement.

The VAT Registration Number is

mandatory if the ‘Country of

Customer’ (see above) is another EU

member state and the customer is

registered for VAT in that member

state, and the sale is made claiming

Onward Supply VAT relief (OSR).

This must not include the country code

– this will be taken from Field 5. If the

sale is to a private individual in another

member state the VAT number will be

that of the consignee and will,

therefore, always be a UK VAT

Number. OSR cannot be claimed when

selling to private individuals.

Note that if this is required, it is a free

text field.

IPR Authorisation Number 8 AN M14 Optional requirement.

If IPR goods are to be transferred from

one IPR trader to another, then this

number is required for the sales

transaction.


No.

9 AN M19 Optional requirement.

If warehoused goods are to be

transferred from one warehouse to

another, then this number is required

for the sales transaction.

Reference Number only. Type and

country will default in.

e.g. 1234567

October 2017 20


Customer Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Default Invoice Currency 10 AA F3 Optional requirement.

If a sales invoice (for this customer)

were input without a currency, then the

system would use the default invoice

currency on the customer file (if

present). However, if the currency was

included on the sales invoice, this field

would be ignored.

If included, the currency must be

present on the currency codes file on

the system and must be a valid

Customs defined code (as per the


C1).



were input without the terms of

delivery, then the system would use

this default (if present). However, if

the terms of delivery were present on

the sales invoice, this default would be

ignored.

If used, the terms of delivery code must

be a valid HMRC code that has been

set up on the ‘Terms of Delivery

Codes’ file.


As per above in that it would only be

used by the system if a ‘mode of

transport’ code was absent from a sales

invoice (for this customer).

If used, the mode of transport code

must be a valid HMRC code that has

been set up on the system on the ‘Mode

of Transport Codes’ file.






customer in question. Useful for

extracting customer data for reporting

purposes.

October 2017 21


Customer Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes



Customer EORI 15 AN M12 Customer EORI Number

Used if transferring to customers

Customs regime.

Customer Deferment

Account Number

16 AN M7 Customer Deferment Account

Number.


Customs regime.

Customer Deferment Type 17 A F1 Customer Deferment Type


Customs regime.

Example of a Customer (Insert) Funnel Record: (using a + delimiter)

R10+000+CUST1+CUSTOMER ONE+FR+GRPC1+123456789+++FR+CIF+1++++++

Setting the Declarant EORI and Representation Type

You can set the Declarant EORI and the representation type on the Customer record via funnel type R10.

Both these pieces of data can be inserted after the customer code (field 3) by adding @ symbols as shown below. The sample

below will create a Customer Code CUST1 with a Declarant EORI of 123456789000 and a representation type of 3(Indirect).

R10+000+CUST1@123456789000@3+CUSTOMERONE+FR+GRPC1+123456789+++USD+CIF+1++++++

NB: If you need to use the two “@”symbols in this funnel layout, you MUST ALWAYS supply both Declarant EORI and

Representation type.

October 2017 22

22..44 CCUUSSTTOOMMEERR –– IINNSSEERRTT//UUPPDDAATTEE ((RR1111)) SSEEEE AALLSSOO RR1133//1144



No.

Field

Type

Field

Lgth.

Notes




Full Customer Name 4 AN M40 Optional

Country of Customer 5 AA F2 Optional

Customer Group Code 6 AN M14 Optional

VAT Registration Number 7 AN M14 Conditional

IPR Authorisation Number 8 AN M14 Optional


Number

9 AN M19 Optional

Warehouse Type + Reference Number

+ Country Code

e.g. C234567GB

Default Invoice Currency 10 AA F3 Optional





Customer EORI 15 AN M12 Optional

Deferment Account 16 AN M7 Optional

Deferment Type 17 AN F1 Optional



Customer Insert/Update

Fld.

No.

Field

Type

Field

Lgth.

Notes











October 2017 23



Fld.

No.

Field

Type

Field

Lgth.

Notes

Full Customer Name 4 AN M40 Optional

Mandatory requirement on Insert


Country of Customer 5 AA F2 Optional

Mandatory requirement on Insert.





C1).

Customer Group Code 6 AN M14 Optional requirement.


The customer group field may be used

for grouping ‘like’ customers – useful

for extracting data for reporting

purposes.

VAT Registration Number 7 AN M14 Conditional requirement.

The VAT Registration Number is

mandatory if the ‘Country of

Customer’ (see above) is another EU

member state and the customer is

registered for VAT in that member

state, and the sale is made claiming

Onward Supply VAT relief (OSR).

This must not include the country code

– this will be taken from Field 5. If the

sale is to a private individual in another

member state the VAT number will be

that of the consignee and will,

therefore, always be a UK VAT

Number. OSR cannot be claimed when

selling to private individuals.

Note that if this is required, it is a free

text field.

IPR Authorisation Number 8 AN M14 Optional requirement.

If IPR goods are to be transferred from

one IPR trader to another, then this

number is required for the sales

transaction.


No.


If warehoused goods are to be

transferred from one warehouse to

another, then this number is required

for the sales transaction.

Warehouse Type + Reference Number

+ Country Code

e.g. C1234567GB

October 2017 24



Fld.

No.

Field

Type

Field

Lgth.

Notes

Default Invoice Currency 10 AA F3 Optional requirement.


were input without a currency, then the

system would use the default invoice

currency on the customer file (if

present). However, if the currency was

included on the sales invoice, this field

would be ignored.

If included, the currency must be

present on the currency codes file on




C1).



were input without the terms of

delivery, then the system would use

this default (if present). However, if

the terms of delivery were present on

the sales invoice, this default would be

ignored.

If used, the terms of delivery code must

be a valid HMRC code that has been

set up on the ‘Terms of Delivery

Codes’ file.


As per above in that it would only be

used by the system if a ‘mode of

transport’ code was absent from a sales

invoice (for this customer).

If used, the mode of transport code

must be a valid HMRC code that has

been set up on the system on the ‘Mode

of Transport Codes’ file.






customer in question. Useful for

extracting customer data for reporting

purposes.

October 2017 25



Fld.

No.

Field

Type

Field

Lgth.

Notes



Customer EORI 15 AN M12 Customer EORI Number


Customs regime.

Customer Deferment

Account Number

16 AN M7 Customer Deferment Account

Number.


Customs regime.

Customer Deferment Type 17 A F1 Customer Deferment Type


Customs regime.

Example of a Customer (Insert) Funnel Record: (using a + delimiter)

R11+000+CUST1+CUSTOMER ONE+FR+GRPC1+123456789+++USD+CIF+1++++++

Setting/Updating the Declarant EORI and Representation Type

You can set or update the Declarant EORI and the representation type on the Customer record via funnel type R11.

Both these pieces of data can be inserted after the customer code (field 3) by adding @ symbols as shown below. The sample

below will create a Customer Code CUST1 with a declarant EORI of 123456789000 and a representation type of 3(Indirect).

R11+000+CUST1@123456789000@3+CUSTOMERONE+FR+GRPC1+123456789+++USD+CIF+1++++++

NB: If you need to use the two “@”symbols in this funnel layout, you MUST ALWAYS supply both Declarant EORI and

Representation type.

October 2017 26

22..55 PPRROODDUUCCTT -- IINNSSEERRTT ((RR1155))


Field Descriptions Fld.

No.

Field

Type

Field

Lgth.

Notes



Supplier Reference 3 AN M17 Conditional

Product Reference 4 AN M24 Mandatory

Internal Product Reference 5 AN M24 Conditional

Product Description 6 AN M40 Mandatory

Product Group 7 AN M6 Optional

Country of Origin 8 AA F2 Optional

Default Net Weight 9 NU Mandatory

Stat. Quantity 2 10 NU Conditional


Commodity Code 12 AN M22 Mandatory

VAT Rate Identifier 13 AA F1 Conditional

Purchase Price 14 NU Optional

Purchase Currency 15 AA F3 Conditional

Sales Price 16 NU Optional

Sales Currency 17 AA F3 Conditional

Exchange Price 18 NU Optional

Exchange Currency 19 AA F3 Conditional

Uplift % 20 NU Optional

Procedure Code 21 AN F7 Optional

Percentage to IPR 22 NU Conditional

Tariff Rate ID (or TRID) 23 AA M3 Mandatory

IPR Multiplier/Factor 24 NU Conditional



Export License Flag 27 YN F1 Conditional

LIC99 Flag 28 YN F1 Conditional

Licence Waiver 29 YN F1 Not Used – denoted by a delimiter

October 2017 27



Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes


Always R15 – the system will

rejectR13








Supplier Reference 3 AN M17 Conditional requirement.

Products may be set up under either a

specific or a general supplier.

If this field is left blank, the supplier

will default to @G i.e. the supplier

reference for a ‘General Supplier’.

Specific supplier references need to be

set up on the supplier file.

Product Reference 4 AN M24 Mandatory requirement.


Note that the Product Reference is used

on entering Receipt Invoice Lines

whereas the Internal Product Reference

(see below) is used on Removal Lines.

Internal Product Ref. 5 AN M24 Conditional requirement.

This field may only be used if the ‘Use

Internal Product Reference’ box has

been checked on the Company File in

question.

The internal product reference is the

field that is transferred onto the ‘stock

file’ on importing and the product is

removed by its ‘Internal Product

Reference’ and not by the ‘Product

Reference’.

October 2017 28


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Internal Product Ref.

Continued

This field is useful when a trader

imports the same goods from different

suppliers and as such, will be imported

under different ‘Product References’

but be removed (by the trader) under

the one ‘Internal Product Reference’.

If the company file has been set up to

deny access to this field, then it will

default to that of the ‘Product

Reference’ on inputting products.

As per the ‘Product Reference’, this is

a free text field.

Product Description 6 AN M40 Mandatory requirement.

The description should be meaningful

i.e. one that relates to the product being

entered.


Product Group 7 AN M6 Optional requirement.

If used, the Product Group could be

used for sorting the products by ‘group

order’ which may prove useful for

management/reporting purposes on

extracting data.


Country of Origin 8 AA F2 Optional requirement.

If entered, the ‘Country of Origin’ will

be used as the default if the country has

not been included on the purchase

invoice line for the product concerned.

Note that if used, the country must be

set up on the system on the ‘Country

Codes’ file and must be a valid

Customs code (as per the HMRC Tariff

– Volume 3, Appendix C1).

October 2017 29


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Default Net Weight 9 NU Mandatory requirement.

The net weight field input on the

product file is used where the net

weight is not included on the purchase

invoice line. In such cases, the net

weight of the line will be calculated by

the system by multiplying the net

weight on the product file by the

quantity amount on the invoice line.

Note that the net weight on the product

is the weight of one unit (in kilograms).

You must include the decimal point

where applicable.

Stat. Quantity 2 10 NU Conditional requirement.

This field is conditional in that input is

only required if the commodity code

(for the product in question) has been

set up to expect Quantity 2 statistics.

If input is required, you will need to

enter the figure which will convert the

product from units into whatever has

been set up on the Stat. Qty. 2 field on

the commodity code. If the product is

imported as a whole unit/number (e.g. a

car), and the Stat. Qty. 2 field (on the

commodity code) has been set to

‘Units’, then a figure of ‘1’ would be

required (i.e. conversion from ‘Units’

to ‘Units’).

Decimal points are to be included

where applicable.


As per ‘Stat. Quantity 2’, this field is

also conditional in that input is only

required if the commodity code (for the

product in question) has been set up to

expect Stat. Qty. 3.

See above (Stat. Qty. 2) for details.

October 2017 30


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Commodity Code 12 AN M22 Mandatory requirement.

This field is used in the calculation of

duty, which is why it is a mandatory

requirement.

Although a maximum of 22 characters

is permitted, it must be noted that the

system will only accept certain lengths:

10 characters for both EC and non-EC

products e.g. 73079990090. Note that

for EC products, the system will ignore

the last two digits on assigning the

commodity code to the Intrastat invoice

line.

14 characters for non-EC products

subject to anti-dumping e.g.

730799900901234 (an example only).

The remaining 8 characters are not

used by the system but have been

designed for future use.

VAT Rate ID 13 AA F1 Conditional requirement.

The VAT Rate ID will automatically

default to that set up on the commodity

code (for the product in question).

However, if the VAT Rate ID has been

input as “?” on the commodity code

file, you may input either “?” or a

specific VAT ID e.g. S or Z.

A VAT ID of “?” is used in instances

where more than one type of VAT Rate

may be applied to a particular product

e.g. in shoes – where a VAT Rate ID of

S would be applied to adult sizes and

that of Z for children’s sizes. In such

cases, an ID of “?” would be input on

the product and the actual VAT Rate

(S, Z, etc.) would be input on the

invoice line.

Purchase Price 14 NU Optional requirement.

If a purchase price is input, it will be

used as the default price (per one

product) on EC purchase invoices.

October 2017 31


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Purchase Price

(Continued)

However, if a purchase price is input

on the purchase invoice, this default

will be ignored.

Purchase Currency 15 AA F3 Conditional requirement.

Data will only be required if a

‘Purchase Price’ has been input.

If used, the currency code must be

present on the ‘Currency Codes’ file on

the system and be a valid Customs

defined code (as per the HMRC Tariff


Sales Price 16 NU Optional requirement.

If a sales price is input, it will be used

as the default price (per one product)

on EC sales invoices.

However, if a sales price is input on the

sales invoice, this default will be

ignored.

Sales Currency 17 AA F3 Conditional requirement.

Data is only required if a ‘Sales Price’

has been input.

Note that if used, the currency code

must be present on the ‘Currency




C1).

Exchange Price 18 NU Optional requirement.

If data is input in this field, it will be


product) on any EC (exchange type)

transaction. However, if the exchange

price is input on the actual transaction,

then this default will be ignored.

Exchange Currency 19 AA F3 Conditional requirement

Data is only required where an

‘Exchange Price’ has been input. If

used, the currency code must be present

on the ‘Currency Codes’ file on the

system and must be a valid Customs



October 2017 32


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Uplift % 20 NU Optional requirement.

Procedure Code 21 AN F7 Optional requirement.

The procedure code input on the

product file is used as a default if the

procedure code is not input on the

transaction (using this product).

Percentage to IPR 22 NU Conditional requirement.

If a product is to be transferred into

IPR (Inward Processing Relief) then a

procedure code beginning with either

‘41’ or ‘51’ should be entered in the

procedure code field. If an IPR

procedure code is present, you will be

required to enter the IPR Percentage –

i.e. the percentage of the stock input on

the purchase invoice line that is to be

transferred to IPR.

Examples:

1. If an invoice line (with an IPR

procedure code) had a delivered

quantity of 50 and the ‘Percentage

to IPR’ for the product in question

had been set to 100 (i.e. 100%),

then the entire quantity of 50

would be transferred to IPR.

2. If the quantity delivered was 50

but the ‘Percentage to IPR’ for the

product was set to 10, then only

10% of the delivered amount i.e. 5,

would be transferred to IPR, with

the remaining 45 (90%) going to

Home Use (under procedure code

4000000).

Tariff Rate ID (or TRID) 23 AA M3 Mandatory requirement.

The Tariff Rate ID input on the product

file is used as the default on any

invoice lines input (for the product in

question). However, if the Tariff Rate

ID (or TRID) is present on the invoice

line then this default will be ignored.

The TRID entered must be present on

the ‘Tariff Rate Identifiers’ file on the

system and must be a valid HMRC

code.

October 2017 33


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

IPR Multiplier / Factor 24 NU Conditional requirement.

As per the ‘Percentage to IPR’ field,

data will only be required if an IPR

procedure code is present i.e. a


‘41’ or ‘51’.

The IPR Multiplier/Factor is used to

convert bulk quantities of goods into

individual units (to be transferred to

IPR).

Example:

You might have a product that can only

be purchased in reels of 100m. For

duty calculations, you would need to

know the unit value, i.e. the value of 1

metre (in this particular example).

To achieve this, you would need to

input an IPR Multiplier/Factor of 100.

The delivered quantity on the invoice

would then be multiplied by this

amount and the resulting figure would

be the amount that is transferred to

IPR.

Therefore, if the invoice had a

delivered quantity of 2, then a quantity

of 200 would be transferred to IPR (if

100 input as the Multiplier/Factor).

The original invoice would still show

the correct quantity of 2 (in reels of

100m), whereas the IPR stock would

show a quantity of 200 (in units of 1

metre).

It is only the quantity that is affected –

the value will remain the same.

User 1 25 AN M24 Optional Requirement.

This is a spare field that is not used by

the system and as such, is not used for

Customs reporting.

However, you may use the field for

entering any additional information

pertaining to the product that may be

used for reporting/data extraction

purposes. (This is a free text field).



October 2017 34


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Export Licence Flag 27 YN F1 If this product requires a licence for

Export set to ‘Y’ will default to ‘N’

LIC99 Flag 28 YN F1 Conditional (SADH Change)

The LIC99 Flag must be set as Y where

one or many Prohibition & Restrictions

apply to an innocent product. The flag

should be set as N where either no

P&Rs apply or where a real P&R

document must be associated to an

import of the particular product

Licence Waiver 29 YN F1 Not used by the system.


required.

Example of Product (Insert) Funnel Records: (using a + delimiter)

R15+000+SUPPLIER1+PROD1+ALTPROD1+DESC1+P1+JP+10.55+++5555555500+S+50.65+

USD+++++5.5+4000000++F+++++Y++

R15+000+SUPPLIER1+PRODXYZ+ALTPROD1+DESCXYZ+P2+JP+12+++1111111100+S+++++++5.5+4000000++F++++

+N++

Note:

In the actual funnel file itself (RFUNNEL.PRN), each of the records (shown above) would not ‘wrap’ onto the next line – i.e.

each record would be on one line only:

e.g.

R15+000+SUPPLIER1+PROD1+………..

R15+000+SUPPLIER1+PRODXYZ+………

The above example has been shown in such a way as to make it legible.

October 2017 35

22..66 PPRROODDUUCCTT –– IINNSSEERRTT//UUPPDDAATTEE ((RR1188))



No.

Field

Type

Field

Lgth.

Notes



Supplier Reference 3 AN M17 Conditional



Product Description 6 AN M40 Optional

Product Group 7 AN M6 Optional


Default Net Weight 9 NU Optional



Commodity Code 12 AN M22 Conditional


Purchase Price 14 NU Optional

Purchase Currency 15 AA F3 Conditional

Sales Price 16 NU Optional

Sales Currency 17 AA F3 Conditional

Exchange Price 18 NU Optional

Exchange Currency 19 AA F3 Conditional

Uplift Percentage 20 NU Not Used – denoted by a delimiter


Percentage to IPR 22 NU Conditional

Tariff Rate ID (or TRID) 23 AA M3 Optional

IPR Multiplier/Factor 24 NU Conditional



Export License Flag 27 YN F1 Not Used – denoted by a delimiter

LIC99 Flag 28 YN F1 Conditional

Licence Waiver 29 YN F1 Not Used – denoted by a delimiter

October 2017 36



Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes










Supplier Reference 3 AN M17 Conditional requirement.

Products may be set up under either a

specific or a general supplier.

If this field is left blank, the supplier

will default to @G i.e. the supplier

reference for a ‘General Supplier’.

Specific supplier references need to be

set up on the supplier file.



Note that the Product Reference is used

on entering Receipt Invoice Lines

whereas the Internal Product Reference

(see below) is used on Removals Lines.

Internal Product Ref. 5 AN M24 Conditional requirement.

This field may only be used if the ‘Use

Internal Product Reference’ box has

been checked on the Company File in

question.

The internal product reference is the

field that is transferred onto the ‘stock

file’ on importing and the product is

removed by its ‘Internal Product

Reference’ and not by the ‘Product

Reference’.

October 2017 37


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Internal Product Ref.

(Continued)

This field is useful when a trader

imports the same goods from different

suppliers and as such, will be imported

under different ‘Product References’

but be removed (by the trader) under

the one ‘Internal Product Reference’.

If the company file has been set up to

deny access to this field, then it will

default to that of the ‘Product

Reference’ on inputting products.

As per the ‘Product Reference’, this is

a free text field.

Product Description 6 AN M40 Optional requirement.

Mandatory for inserting new product

records but optional on update records.

If used, the description should be

meaningful i.e. one that relates to the

product being entered.


Product Group 7 AN M6 Optional requirement.

If used, the Product Group could be

used for sorting the products by ‘group

order’ which may prove useful for

management/reporting purposes on

extracting data.



If entered, the ‘Country of Origin’ will

be used as the default if the country has

not been included on the purchase

invoice line for the product concerned.

Note that if used, the country must be

set up on the system on the ‘Country




October 2017 38


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Default Net Weight 9 NU Optional requirement.

This is mandatory on entering new

product records but optional on product

updates. If used, the net weight field

input on the product file is used where

the net weight is not included on the

purchase invoice line. In such cases,

the net weight of the line will be

calculated by the system by multiplying

the net weight on the product file by

the quantity amount on the invoice line.

Note that the net weight on the product

is the weight of one unit (in kilograms).

You must include the decimal point

where applicable.


This field is conditional in that input is

only required if the commodity code

(for the product in question) has been

set up to require Quantity 2 statistics.

If input is required, you will need to

enter the figure which will convert the

product from units into whatever has

been set up on the Stat. Qty. 2 field on

the commodity code. If the product is

imported as a whole unit/number (e.g. a

car), and the Stat. Qty. 2 field (on the

commodity code) has been set to

‘Units’, then a figure of ‘1’ would be

required (i.e. conversion from ‘Units’

to ‘Units’).

Decimal points are to be included

where applicable.


See previous (Stat. Qty. 2) for details.

Commodity Code 12 AN M22 Conditional requirement.

Mandatory for inserting new record but

if updating, only required if you are

amending the VAT rate ID on product

record.

October 2017 39


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Commodity Code

(Continued)




10 characters for EC and non-EC

products without anti-dumping duty

e.g. 73079990090. Note that if used

for EC, the system will ignore the last

two digits on applying the commodity

code to an Intrastat invoice.


subject to anti-dumping

e.g. 730799900901234 (an example

only).




VAT Rate ID 13 AA F1 Conditional requirement.

The VAT Rate ID will automatically

default to that set up on the commodity

code (for the product in question).

However, if the VAT Rate ID has been

input as “?” on the commodity code

file, you may input either “?” or a

specific VAT ID e.g. S or Z.

A VAT ID of “?” is used in instances

where more than one VAT Rate may be

applied to a particular product e.g. in

shoes – where a VAT Rate ID of S

would be applied to adult sizes and Z

for children’s sizes. In such cases, an

ID of “?” would be input on the

product and the actual VAT Rate (S, Z,

etc.) would be input on the invoice line.

Purchase Price 14 NU Optional requirement.

If a purchase price is input, it will be


product) on EC purchase invoices.

However, if a purchase price is input

on the purchase invoice, this default

will be ignored.

October 2017 40


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Purchase Currency 15 AA F3 Conditional requirement.

Data will only be required if a

‘Purchase Price’ has been input.



the system and be a valid Customs



Sales Price 16 NU Optional requirement.

If a sales price is input, it will be used

as the default price (per one product)

on EC sales invoices.

However, if a sales price is input on the

sales invoice, this default will be

ignored.

Sales Currency 17 AA F3 Conditional requirement.

Data is only required if a ‘Sales Price’

has been input.

Note that if used, the currency code

must be present on the ‘Currency




C1).

Exchange Price 18 NU Optional requirement.

If data is input in this field, it will be


product) on any EC (exchange type)

transaction. However, if the exchange

price is input on the actual transaction,

then this default will be ignored.

Exchange Currency 19 AA F3 Conditional requirement.

Data is only required where an

‘Exchange Price’ has been input.






C1).

October 2017 41


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Uplift Percentage 20 NU Not used – denoted by a delimiter.

This field has been designed for future

use and as such, no data should be

input until notified.

However, the field should be denoted

with a delimiter.


The procedure code input on the

product file is used as a default if the

procedure code is not input on the

transaction (using this product).

Percentage to IPR 22 NU Conditional requirement.

If a product is to be transferred into

IPR (Inward Processing Relief) then a


‘41’ or ‘51’ should be entered in the

procedure code field. If an IPR

procedure code is present, you will be

required to enter the IPR Percentage –

i.e. the percentage of the stock input on

the purchase invoice line that is to be

transferred to IPR.

Examples:

3. If an invoice line (with an IPR

procedure code) had a delivered

quantity of 50 and the ‘Percentage

to IPR’ for the product in question

had been set to 100 (i.e. 100%),

then the entire quantity of 50

would be transferred to IPR.

4. If the quantity delivered was 50

but the ‘Percentage to IPR’ for the

product was set to 10, then only

10% of the delivered amount i.e. 5,

would be transferred to IPR, with

the remaining 45 (90%) going to

Home Use (under procedure code

4000000).

October 2017 42


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes

Tariff Rate ID (or TRID) 23 AA M3 Optional requirement.

Mandatory on inserting new product

records but optional on updating

products. If used, the Tariff Rate ID

input on the product file is used as the

default on any invoice lines input (for

the product in question). However, if

the Tariff Rate ID (or TRID) is present

on the invoice line then this default will

be ignored.

The TRID entered must be present on

the ‘Tariff Rate Identifiers’ file on the

system and must be a valid HMRC

code.

IPR Multiplier / Factor 24 NU Conditional requirement.

As per the ‘Percentage to IPR’ field,

data will only be required if an IPR

procedure code is present i.e. a


‘41’ or ‘51’.

The IPR Multiplier/Factor is used to

convert bulk quantities of goods into

individual units (to be transferred to

IPR).

Example:

You might have a product that can only

be purchased in reels of 100m. For

duty calculations, you would need to

know the unit value, i.e. the value of 1

metre (in this particular example).

To achieve this, you would need to

input an IPR Multiplier/Factor of 100.

The delivered quantity on the invoice

would then be multiplied by this

amount and the resulting figure would

be the amount that is transferred to

IPR.

Therefore, if the invoice had a

delivered quantity of 2, then a quantity

of 200 would be transferred to IPR (if

100 input as the Multiplier/Factor).

The original invoice would still show

the correct quantity of 2 (in reels of

100m), whereas the IPR stock would

show a quantity of 200 (in units of 1

metre). It is only the quantity that is

affected – the value will remain the

same.

October 2017 43


Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes



the system and as such, is not used for

Customs reporting.

However, you may use the field for

entering any additional information

pertaining to the product that may be

used for reporting/data extraction

purposes. (This is a free text field).



Export License Flag 27 YN F1 Not used by the system.


However, the field still needs to be


LIC99 Flag 28 YN M1 Conditional (SADH Change)

The LIC99 Flag must be set as Y where

one or many Prohibition & Restrictions

apply to an innocent product. The flag

should be set as N where either no

P&Rs apply or where a real P&R

document must be associated to an

import of the particular product

Licence Waiver 29 YN F1 Not used by the system.


required.

October 2017 44

22..77 BBOOMM FFIINNIISSHHEEDD PPRROODDUUCCTT -- IINNSSEERRTT ((RR7700))



No.

Field

Type

Field

Lgth.

Notes




Product Description 4 AN M40 Mandatory

Commodity Code 5 AN M22 Mandatory

Import/Export Flag 6 A F1 Mandatory

Removals report

Finished Product

7 YN F1 Optional

BTI Number 8 AN M11 Conditional






Finished Product Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes










Finished Product

Reference

3 AN M24 Mandatory requirement.


Finished Product

Description


Mandatory for inserting new finished

product records but optional on update

records. If used, the description should

be meaningful i.e. one that relates to

the finished product being entered.

This is a free text field

October 2017 45



Fld.

No.

Field

Type

Field

Lgth.

Notes

Commodity Code 5 AN M22 Mandatory requirement.

Mandatory for inserting new record if

‘Report by Finished Product

Commodity Code’ field set to Y.






e.g. 7307990090. Note that if used for

EC, the system will ignore the last two

digits on applying the commodity code

to an Intrastat invoice.



e.g. 73079900901234 (an example

only).




Import / Export Flag 6 A M1 Mandatory requirement.

I - Finished product is to be used only

for Import of Bill of Materials.

E - Finished product is to be used only

for Export (removal) of Bill of

Materials.

B - Finished product is to be used for

Both Import and Export (removal) of

Bill of Materials.

October 2017 46



Fld.

No.

Field

Type

Field

Lgth.

Notes

Removals report

Finished Product

7 YN M1 Conditional requirement.

In most cases, this should be set to ‘N’

– i.e. the system will report the

individual component details including

the component commodity code to

Customs.

If Y is used the system will override

the component commodity code(s) with

that of the finished product. This

should only be used if you have a

Binding Tariff agreement (BTI) with

Customs to do so.

BTI Number 8 AN M11 Conditional requirement.

Binding Tariff Information. This

should only be entered if the ‘Remove

by Finished Product CMCD’ has been

set to ‘Y’ – see above for details.







required.



required.

Example of Finished Product (Insert) Funnel Records: (using a + delimiter)

R70+000+ PROD1+ DESC1+5555555500+E+N+++++

R70+000+PRODXYZ+DESCXYZ+1111111100+B+Y+UK123456789++++

October 2017 47

22..88 BBOOMM FFIINNIISSHHEEDD PPRROODDUUCCTT –– IINNSSEERRTT//UUPPDDAATTEE ((RR7733))



F. Prod. – Insert/Update

Fld.

No.

Field

Type

Field

Lgth.

Notes




Product Description 4 AN M40 Optional

Commodity Code 5 AN M22 Optional

Import/Export Flag 6 A F1 Mandatory

Removals report Finished

Product

7 YN F1 Conditional

BTI Number 8 AN M11 Conditional







Fld.

No.

Field

Type

Field

Lgth.

Notes










Finished Product

Reference



Finished Product

Description


Mandatory for inserting new finished

product records but optional on update

records. If used, the description should

be meaningful i.e. one that relates to

the finished product being entered.


October 2017 48



Fld.

No.

Field

Type

Field

Lgth.

Notes

Commodity Code 5 AN M22 Optional requirement.

Mandatory for inserting new record if

‘Report by Finished Product

Commodity Code’ field set to Y.






e.g. 73079990090. Note that if used

for EC, the system will ignore the last

two digits on applying the commodity

code to an Intrastat invoice.



e.g. 730799900901234 (an example

only).




Import / Export Flag 6 A M1 Mandatory requirement.

I – If finished product is only to be

used for Import of Bill of Materials.

E – If finished product is only to be

used for Export (removal) of Bill of

Materials.

B – If finished product is to be used for

Both Import and Export (removal) of

Bill of Materials.


Product

7 YN M1 Conditional requirement.

In most cases, this should be set to ‘N’

October 2017 49



Fld.

No.

Field

Type

Field

Lgth.

Notes


Product

(Continued)

– i.e. the system will report the

individual component details including

the component commodity code to

Customs.

If Y is used, then the system will

override the component commodity

code with that of the finished product.

This should only be used if you have a

Binding Tariff agreement (BTI) with

Customs to do so.

BTI Number 8 AN M11 Conditional requirement.

Binding Tariff Information. This

should only be entered if the ‘Remove

by Finished Product CMCD’ has been

set to ‘Y’ – see above for details.







required.



required.

Example of Finished Product (Insert/Update) Funnel Records: (using a + delimiter)

R73+000+ PROD1+DESC1+5555555500+I++++++

R73+000+PRODXYZ+DESCXYZ++B+Y+UK123456789++++

October 2017 50

22..99 BBOOMM CCOOMMPPOONNEENNTT -- IINNSSEERRTT ((RR7755))


Field Descriptions

Component - Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes



Component Reference 3 AN M24 Mandatory

Finished Product

Reference

4 AN M24 Mandatory

Commodity Code 5 AN M22 No data required but delimiter must

be supplied

Quantity 6 NU Mandatory

Percentage Invoice Value 7 NU Conditional






Component -Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes










Component Reference 3 AN M24 Mandatory requirement.


The Component Reference should

already be present on the main Product

File.

Finished Product

Reference



Note that the Finished Product

Reference should already have been

input/funneled onto the ‘BOM Finished

Product’ File.

October 2017 51


Component -Insert

Fld.

No.

Field

Type

Field

Lgth.

Notes


be supplied

Quantity 6 NU Mandatory requirement.

The quantity of this component

required to build one finished product.

Percentage of Invoice

Value

7 NU Conditional requirement.

Input is only required if the finished

product has been set up to be used for

either Imports only or Both Imports

and Exports i.e. not required if the

finished product is only to be used for

Exports (Removals).

If required, you should enter the

percentage of the component used to

make up the value (and not quantity) of

the finished product.







required.



required.

Example of BOM Component (Insert) Funnel Records: (using a + delimiter)

R75+000+COMP1+PROD1++5+++++

R75+000+COMP2+PROD2++6+30.123++++

October 2017 52

22..1100 BBOOMM CCOOMMPPOONNEENNTT –– IINNSSEERRTT//UUPPDDAATTEE ((RR7788))



Component – Ins./Upd.

Fld.

No.

Field

Type

Field

Lgth.

Notes



Component Reference 3 AN M24 Mandatory

Finished Product

Reference

4 AN M24 Mandatory


be supplied

Quantity 6 NU Optional

Percentage of Invoice

Value

7 NU Conditional







Fld.

No.

Field

Type

Field

Lgth.

Notes










Component Reference 3 AN M24 Mandatory requirement.


Note that the component reference

must be present on the main product

file.

Finished Product

Reference



Note that the finished product reference

must be present on the BOM Finished

Product file.

October 2017 53



Fld.

No.

Field

Type

Field

Lgth.

Notes


be supplied

Quantity 6 NU Conditional requirement.

The quantity of this component

required to build one finished product.

Mandatory on inserting new

component records but not on update

records.

Percentage Invoice Value 7 NU Conditional requirement.

Input is only required on inserting a

new component record if the finished

product has been set up to be used for

either Imports only or Both Imports

and Exports i.e. not required if the

finished product is only to be used for

Exports (Removals). (Also not

required on updating an existing

component record).

If required, you should enter the

percentage of the component used to

make up the value (and not quantity) of

the finished product.







required.



required.

Example of Component (Insert/Update) Funnel Records: (using a + delimiter)

R78+000+COMP1+PROD1++5+++++

R78+000+COMP2+PROD2+++39.456++++

October 2017 54

22..1111 NNAAMMEE AANNDD AADDDDRREESSSS –– IINNSSEERRTT ((RR1133))



No.

Field

Type

Field

Lgth.

Notes



Trader Type 3 NS F1 Mandatory

TID 4 AN M18 Optional

Trader Reference 5 AN M17 Mandatory

Trader Full Name 6 AN M35 Mandatory

Address 1 7 AN M35 Mandatory


Post Code 9 AN M9 Mandatory

Country Code 10 AN F2 Optional

Grosvenor 1 11 AN F1 Not used – denoted by a delimiter





No.

Field

Type

Field

Lgth.

Notes




the company files. You should also be


(where more than one company has been

set up on the system.


0.Customer

1.Supplier

2.Declarant/Representative

3.Company

4.Supervising Office

5.Premises

6.EU Customer

TID 4 AN M18 Mandatory when Trader Type is 0, 3

or 6.

This data is not yet required when

the Trader Type is: 1, 2,4 or 5

October 2017 55


No.

Field

Type

Field

Lgth.

Notes

Trader Reference 5 AN M17 Mandatory for all trader types.

This will be the customer / supplier

reference etc. held within Ricardo

Trader Full Name 6 AN M35 Mandatory



Post Code 9 AN M9 Mandatory

Country Code 10 AN F2 Optional

Defaults to “GB” if not supplied




Use of non -Numeric or non-Alpha Characters

There is a requirement to report Name and Address data electronically to HMRC. This data will very often contain non-numeric

and non-alpha characters (such as punctuation marks) which are also used in the creation of messages sent to CHIEF. Sending

these is likely to cause a failure for “Illegal Message Format”. We therefore recommend that you use only the characters A-Z and

0-9 in all name and address records. Foreign language character sets must also be avoided.

October 2017 56

22..1122 NNAAMMEE AANNDD AADDDDRREESSSS ((RR11 44–– IINNSSEERRTT//UUPPDDAATTEE))



No.

Field

Type

Field

Lgth.

Notes




TID 4 AN M18 Optional


Trader Full Name 6 AN M35 Mandatory on insert

Optional on update

Address 1 7 AN M35 Mandatory on insert

Optional on update


Optional on update

Post Code 9 AN M9 Mandatory on insert

Optional on update

Country Code 10 AN F2 Mandatory on insert

Optional on update






No.

Field

Type

Field

Lgth.

Notes




the company files. You should also be



set up on the system.


0.Customer

1.Supplier

2.Declarant/Representative

3.Company

4.Supervising Office

5.Premises

6.EU Customer

October 2017 57


No.

Field

Type

Field

Lgth.

Notes

TID 4 AN M18 Mandatory when Trader Type is 0, 3

or 6.

This data is not yet required when

the Trader Type is: 1, 2,4 or 5


This will be the customer / supplier

reference etc. held within Ricardo

Trader Full Name 6 AN M35 Mandatory on insert

Optional on update


Optional on update


Optional on update

Post Code 9 AN M9 Mandatory on insert

Optional on update

Country Code 10 AN F2 Mandatory on insert

Optional on update

Will default to GB if left blank on

insert.




Use of non -Numeric or non-Alpha Characters

There is a requirement to report Name and Address data electronically to HMRC. This data will very often contain non-numeric

and non-alpha characters (such as punctuation marks) which are also used in the creation of messages sent to CHIEF. Sending

these is likely to cause a failure for “Illegal Message Format”. We therefore recommend that you use only the characters A-Z and

0-9 in all name and address records.

October 2017 58

3. TRANSACTION DATA FUNNELS: IMPORTS/RECEIPTS

33..11 EENNTTRRYY HHEEAADDEERR ((RR2200))



No.

Field

Type

Field

Lgth.

Notes



Entry Number/Reference 3 AN F10 Mandatory (3 Alpha, 5 numeric)

Date Presented 4 DA M10 Mandatory

(DD/MM/YYYY or DDMMYYYY)

Date of Shipment 5 DA M10 (DD/MM/YYYY or DDMMYYYY)

Date Received 6 DA M10 (DD/MM/YYYY or DDMMYYYY)

Date of Arrival 7 DA M10 (DD/MM/YYYY or DDMMYYYY)

Port of Entry 8 AA F3 Mandatory

Inland Clearance Depot 9 AA F3 Mandatory

Terms of Delivery 10 AA F3 Mandatory

Mode of Transport 11 NS F1 Mandatory

Inland Mode of Transport 12 NS F1 Conditional

Port of Despatch 13 AA F3 Conditional

Country of Despatch 14 AA F2 Mandatory

Ship Name/Flight Number 15 AN M20

Ship/Aircraft Nationality 16 AA F2 Mandatory

Total Currency 17 NU Mandatory

Currency Code 18 AA F3 Mandatory

Number of Packs 19 NU Mandatory

Net Weight 20 NU Optional

Containerized ID 21 YN F1 Optional

Initial Declaration Ref. 22 AN M20 MANDATORY

User 1 23 AN M24

User 2 24 AN M24

Grosvenor 1 25 AN F1 Not Used – denoted by delimiter



October 2017 59



Entry Header

Fld.

No.

Field

Type

Field

Lgth.

Notes



lower case record type (e.g. r20)







Entry Number/Reference 3 AN F10 Mandatory requirement.

The entry number/reference is a unique

sequential reference that is allocated to

each entry by the importer. It should

be common to both the system and the

importer’s commercial records.

The reference consists of a 3 character

alphanumeric prefix followed by a 5

digit number. The prefix used must be

present on the system on the ‘Entry

Prefixes’ file and may relate to the Port

of Entry Code e.g. LHR, although it

doesn’t need to! As the entry prefix is

alphanumeric, you may use alpha

characters (A – Z) and/or numeric (0 –

9).

If you enter less than 5 digits for the

remaining characters, the system will

automatically expand the number to the

full 5 digits e.g. if you enter STN1, this

would appear on the system as

STN00001 (after validation). Note that

care should be taken not to duplicate

any previously used Entry Numbers

that have already been reported on to

Customs.

Note

This field will accept 10 characters

but characters 9 and 10 are also used

by Ricardo in the “Cell Creation

Checker”. You may use these

characters as part of your UCR but

if you do you will not be able to use

the “Cell Creation Checker”.

October 2017 60


Entry Header

Fld.

No.

Field

Type

Field

Lgth.

Notes

Date Presented 4 DA M10 Mandatory requirement.

This is the date on which the Entry

(SFD) is accepted by Customs and is

taken as the tax point date.

The date entered must be in either

DD/MM/YYYY or DDMMYYYY

format (i.e. 10 or 8 characters in

length).

This field will allow a date set in the

future to be inserted.

Date of Shipment 5 DA M10 Optional requirement.

This is the date on which the shipment

was despatched from port.

If included, it must be in either


format.

Date Received 6 DA M10 Optional requirement.

This is the date on which the goods

arrive at the Importer’s premises.



format.

Date of Arrival 7 DA M10 Optional requirement.

This is the date on which the goods

arrive at the Port of Entry.



format.

Port of Entry 8 AA F3 Mandatory requirement.

The Port of Entry can be either an Air

or Sea Port. The Port Code must be set

up on the ‘UK Port Codes/ICDs’ file on

the system and must be a valid HMRC

code.

Inland Clearance Depot 9 AA F3 Mandatory requirement.

The Inland Clearance Depot (ICD)

code identifies the place at which the

entry was accepted – if the goods were

cleared at the Port of Entry, then you

should enter the relevant Port Code as

opposed to the ICD Code.

Please note that whichever code is

used, it must be on the system on the

‘UK Port Codes/ICDs’ file.

Terms of Delivery (TOD) 10 AA F3 Mandatory requirement.

The Terms of Delivery (TOD) Code

must be present on the ‘Terms of

Delivery Codes’ file on the system and

must be a recognised HMRC code.

October 2017 61


Entry Header

Fld.

No.

Field

Type

Field

Lgth.

Notes

Mode of Transport (MOT) 11 NS F1 Mandatory requirement.

This is the actual mode of transport

corresponding to the active means of

transport by which the goods entered

the UK.

The Mode of Transport (MOT) Code

must be present on the system on the

‘Mode of Transport Codes’ file and

must be a valid HMRC code.

Inland Mode of Transport 12 NS F1 Conditional requirement.

This is a conditional field in that input

is only mandatory if the Port of Entry

(Field 8) and Inland Clearance Depot

(Field 9) are different i.e. the goods

were not cleared at the Port of Entry

but at a separate Inland Clearance

Depot.

If input is required, the Inland Mode of

Transport Code would need to be

present on the system on the ‘Mode of

Transport Codes’ file and must be a

recognised HMRC transport code e.g. 1

for sea, 4 for air, etc.

Port of Despatch 13 AA F3 Conditional requirement.

This field is only required for air

shipment entries i.e. entries with a

‘Mode of Transport’ of 4.

If required, you should input the port

from where the goods were despatched.

The Port of Despatch Code needs to be

present on the ‘Port of Despatch

Codes’ file on the system.

Country of Despatch 14 AA F2 Mandatory requirement.

This is the code for the country from

which the goods were originally

despatched to the UK. This is not

necessarily the country of origin or

manufacture, neither is it necessarily

the last country from which the goods

were shipped to the UK.

October 2017 62


Entry Header

Fld.

No.

Field

Type

Field

Lgth.

Notes

Country of Despatch

(Continued)

The country code entered must be set

up on the system on the ‘Country




Ship Name/Flight Number 15 AN M20 Optional requirement.

If included, you should enter one of the

following:

1. The registered name of the ship.

2. The flight prefix and number of the

aircraft.

3. The vehicle number (including

trailer or tractor numbers where

appropriate).

4. The rail wagon number in which

the goods arrived in the UK.

Ship/Aircraft Nationality 16 AA F2 Mandatory requirement.

You are required to enter the country

code in which the ship, aircraft or

vehicle/railwagon is registered.

The nationality or country code must

be present on the system on the

‘Country Codes’ file and must be a

valid Customs code (as per the HMRC

Tariff – Volume 3, Appendix C1).

Total Currency 17 NU Mandatory requirement.

The currency total on the Entry Header

represents the sum total of the invoices

that are attached to the Entry.

It is important to note that CHIEF will

only accept one currency and as such,

if you have invoices in multiple

currencies, you will either need to

convert to the one currency or enter

under more than one entry.

Where the Total Currency is not a

whole number, you will need to insert

the decimal point where applicable.

NOTE:

Do not include any Charge Amounts –

the Total Currency is the sum total of

the GOODS PRICE only.

October 2017 63


Entry Header

Fld.

No.

Field

Type

Field

Lgth.

Notes

Currency Code 18 AA F3 Mandatory requirement.

The Currency Code entered must be

present on the system on the ‘Currency




C1).

See above details regarding currency.

Number of Packs 19 NU Mandatory requirement.

This is the total number of packages

making up the consignment covered by

the declaration.

The system expects a positive value

(greater than zero) to be entered.

Net Weight 20 NU Optional requirement.

The net weight (in kilograms) is the

total net weight of all the goods

associated with the entry. Note that the

net weight is the weight of the goods

themselves and does not include any

packaging.

If supplied the system expects a

positive value (greater than 0) to be

entered in this field.

Where the net weight is not a whole

number, you will need to insert a

decimal point where appropriate.

Containerised ID 21 YN F1 Optional requirement.

Will Default to ‘N’. The system will

only accept Y, y, N or n in this field.

Y or y – goods are in a container.

N or n – goods are not in a container.

Note that if this field is left blank, it

will automatically default to ‘N’.

Initial Declaration

Reference


This is the EPU and Acceptance

number for the Simplified Frontier

Declaration.

HMRC require the format for

completion to be:

EPU Number (3 digit numeric)

October 2017 64


Entry Header

Fld.

No.

Field

Type

Field

Lgth.

Notes

Initial Declaration

Reference

(Continued)

Acceptance number (6N+1A)

These 10 characters must be in one

continuous string. The Entry

Acceptance date is no longer required

as this will be taken from Field 4.



the system and as such, is not reported

on to Customs.

However, this field may be used for

inputting any additional information

pertaining to the entry. This

information may prove useful on

extracting data for management /

reporting purposes at a later stage.

Note that this is a free text field.



Grosvenor 1 25 AN F1 Not Used by the system.






required.



required.

Example of an Entry Header Funnel Record: (using a + delimiter)

R20+000+STN00001+21/03/2008++++STN+OAD+CIF+1+3++US+KING

ORRY+GB+5085.35+GBP+50+600+Y+562487++++++

Note:

In the actual funnel file itself (RFUNNEL.PRN), the record (shown above) would not ‘wrap’ onto the next line – i.e. the record

would be on one line only:

e.g.

R20+000+STN00001+……………..

R20+000+STN00002+……………..

R20+000+LHR00020+……………..

The above example has been shown in such a way as to make it legible.

October 2017 65

33..22 EENNTTRRYY CCHHAARRGGEESS ((RR2211))



No.

Field

Type

Field

Lgth.

Notes



Entry Number/Reference 3 AN F10 Mandatory (3 alpha, 5 numeric)

Charge Type 4 AA F1 Mandatory

Charge Amount 5 NU Mandatory

Charge Currency 6 AA F3 Mandatory

User 1 7 AN M24

User 2 8 AN M24






Entry Charges

Fld.

No.

Field

Type

Field

Lgth.

Notes













each entry by the importer. It should be

common to both the system and the



alpha prefix followed by a 5 digit

number.


but characters 9 and 10 are reserved

for use by Ricardo when using the

Cell Creation Checker. You may

manually use these characters as

part of your UCR but if you do, you

will not be able to use the Cell

Creation Checker.

October 2017 66


Entry Charges

Fld.

No.

Field

Type

Field

Lgth.

Notes

Entry Number/Reference

(Continued)

The prefix used must be present on the

system on the ‘Entry Prefixes’ file and

usually relates to the Port of Entry

Code e.g. LHR (London, Heathrow),

STN (Southampton).

If you enter less than 5 digits for the

remaining characters, the system will

automatically expand the number to the

full 5 digits e.g. if you enter STN1, this

would appear on the system as

STN00001 (after validation).

Note:

As the system will allow the entry

header and charges funnel records to be

entered separately, the entry reference

on the entry charges record may not

have a matching entry header record

(matched by the entry

number/reference) on the system.

However, it is preferable to funnel

charges records which do have a

matching entry header record that is

already present on the system or else

funnel both the entry header and

charges records together.

Charge Type 4 AA F1 Mandatory requirement.

Additional and/or deductible charges

may be entered against an entry.

The Charge Type needs to be present

on the system on the ‘Charge Codes’

file.

Examples:

Charge Type ‘F’ could be used for

Freight, ‘I’ for Insurance, etc.

Charge Amount 5 NU Mandatory requirement.


(greater than zero) to be entered for the

additional or deductible charge type

entered.

Where the amount is not a whole

number, you will need to include the


October 2017 67


Entry Charges

Fld.

No.

Field

Type

Field

Lgth.

Notes

Charge Currency 6 AA F3 Mandatory requirement.

The currency code entered must be a

valid Customs defined 2-digit alpha

code (as per the HMRC Tariff –

Volume 3, Appendix C1).

The currency code used must be

present on the system on the ‘Currency

Codes’ file.




on to Customs.



pertaining to the entry charges. This

information may prove useful on












required.



required.

Example of Entry Charges Funnel Records: (using a + delimiter)

R21+000+STN00001+F+50.25+GBP++++++

R21+000+STN00001+I+20.55+GBP++++++

R21+000+STN00001+O+15.74+USD++++++

October 2017 68

33..33 EENNTTRRYY CCOONNTTAAIINNEERRSS ((RR2222))


No.

Field

Type

Field

Lgth.

Notes



Entry Reference 3 AN M10 Mandatory (See R20 Note 3)

Container No 4 AN M14 Mandatory




33..44 EENNTTRRYY AAWWBBSS//BBLLSS ((RR2233))


No.

Field

Type

Field

Lgth.

Notes



Entry Reference 3 AN M10 Mandatory (See R20 Note 3)

AWB/BL No 4 AN M23 Mandatory




33..55 OOPPRR EEXXPPOORRTTEEDD SSTTOOCCKK ((RR4400))


Field Description

Fld.

No.

Field

Type

Field Lgth. * Notes

Record Type 1 AN F3 Mandatory - Always R40


Customer 3 AN M17 Mandatory

Invoice Number 4 AN M17 Mandatory

Invoice Line 5 NS M5 Mandatory

Product Ref 6 AN M24 Mandatory

Export Date 7 DA M8 or 10 Mandatory


Export Ctry 9 AA F2 Mandatory

CPC 10 AN F7 Optional

Export Qty 11 NU Mandatory

Export Value 12 NU Mandatory


October 2017 69

Field Description

Fld.

No.

Field

Type

Field Lgth. * Notes


Grosvenor1 15 AN F1 Not used – denoted by a delimiter






Field Description

Fld.

No.

Field

Type

Field Lgth. * Notes

Record Type

1 AN F3 Mandatory requirement.


lower case record type (e.g. r40)

Company Code






set up on the system).

Customer 3 AN M17 Mandatory

Invoice Number

4 AN M17 This reference has to be a unique

reference/document that can be used to

track the export of the components

through commercial records – this can be

for example an invoice/shipping

note/Purchase Order Number – the

number must be unique

Invoice Line 5 NS M5 Mandatory requirement.

You may enter up to a maximum of 5-

digits for the invoice line number. If less

than 5 are used, the system will

automatically expand the number to 5 on

putting the record onto the stock file e.g.

if 444 were entered, it would appear a

00444 on the stock file.

Product Ref 6 AN M24 Mandatory

Export Date 7 DA M8 or 10 Mandatory

Currency Code 8 AA F3 Mandatory (Fixed length)

Export Ctry 9 AA F2 Mandatory (Fixed length)

CPC

10 AN F7 Optional

Exported stock record will be created

showing CPC 2100000

October 2017 70

Field Description Fld. No. Field

Type

Field Lgth. * Notes

Export Qty 11 NU Mandatory

Export Value 12 NU Mandatory








Example of OPR Exported Stock:

R40+GROS+CUST1+INV001+00001+FPROD1+31/12/2002+USD+PK+2100000+102+1987.75+User 1+User 2++++++

October 2017 71

33..66 RREECCEEIIPPTT IINNVVOOIICCEE HHEEAADDEERR ((RR5500))



No.

Field

Type

Field

Lgth.

Notes





Invoice Date 5 DA M10 Mandatory

(DD/MM/YYYY or DDMMYYYY)

Date of Arrival 6 DA M10 (DD/MM/YYYY or DDMMYYYY)

Invoice Amount 7 NU Mandatory

Invoice Currency 8 AA F3 Mandatory

Country of Despatch 9 AA F2 Optional


Intrastats Transaction Flag 11 YN F1 Optional (Y,y,N,n)

Terms of Delivery 12 AA F3 Conditional

Mode of Transport 13 NS F1 Conditional

Previous Doc Type 14 AN M6 Optional

As per Tariff List

Previous Doc Reference

Number

15 AN M20 Optional

Dependant on Field 14

User 1 16 AN M24

User 2 17 AN M24






Receipt Invoice Header

Fld.

No.

Field

Type

Field

Lgth.

Notes










October 2017 72



Fld.

No.

Field

Type

Field

Lgth.

Notes


The system requires a specific (and not

a general) supplier to be present on

receipt invoice records.

The supplier reference used should be

present on the system on the ‘Supplier’

file.

Invoice Number 4 AN M17 Mandatory requirement.

As per the supplier’s invoice.

Invoice Date 5 DA M10 Mandatory requirement.

The date of the invoice must be in

either DD/MM/YYYY or

DDMMYYYY format (i.e. either 10 or

8 characters in length).

Date of Arrival 6 DA M10 Optional requirement.

If included, the date of arrival needs to

be in either DD/MM/YYYY or

DDMMYYYY format (i.e. either 10 or

8 characters in length).

Invoice Amount 7 NU Mandatory requirement.

The invoice amount is the sum total of

all the invoice lines pertaining to the

invoice – this is the Goods Price Total

and shouldn’t include any charge or

discount amounts that may be attached to

the invoice in question.


number, you should include the decimal

point where appropriate.

Note:

As CHIEF will only accept one currency

to be used for all invoices pertaining to

the one entry, the system will

automatically convert all totals entered to

sterling on reporting to CHIEF.

However, on entering data (whether by

manual or funneled means), you should

enter the currency as per the actual

invoice documentation.

Invoice Currency 8 AA F3 Mandatory requirement.

The currency code needs to be one that

has already been set up on the system

on the ‘Currency Codes’ file. Only

Customs recognised 2-digit alpha codes

should be used (as per HMRC Tariff –

Volume 3, Appendix C1).

October 2017 73



Fld.

No.

Field

Type

Field

Lgth.

Notes

Country of Despatch 9 AA F2 Optional requirement.

This is the code for the country from

which the goods were originally

despatched to the UK. This is not

necessarily the country of origin or

manufacture, neither is it necessarily

the last country from which the goods

were shipped to the UK.

The Country of Despatch code used


‘Country Codes’ file and should be a

valid Customs defined 2-alpha code (as

per HMRC Tariff – Volume 3,

Appendix C1).


This is the net weight (in kilograms) of

all the goods pertaining to the invoice

in question. This is the weight of the

goods themselves without any

packaging.

If supplied the system expects a

positive value (greater than zero) to be

entered.

Where the net weight is not a whole

number, you should include the

decimal point where required.

Intrastats Transaction Flag 11 YN F1 Optional requirement.

This flag is used to indicate whether the

invoice is EC or non-EC (to be attached

to an entry header).

For EC invoices only Y or y will be

accepted whereas for non-EC invoices,

only an N or n will be accepted.

Note:

Input of data into this field is optional

as if the field is left blank on the funnel

invoice header record i.e. denoted by a

delimiter only, the system will

automatically default it to ‘N’ i.e. it

will assume that it is a non-EC invoice.

October 2017 74



Fld.

No.

Field

Type

Field

Lgth.

Notes

Terms of Delivery (or

TOD)

12 AA F3 Conditional requirement.

Data is only required for EC invoices

i.e. for those invoices with either a Y or

y in the Intrastats Transaction Flag

field.

If required, the code should be present

on the system on the ‘Terms of

Delivery’ file and should be a valid

Customs defined code e.g. CIF for

Cost, Insurance and Freight, CFR for

Cost and Freight, etc.

Mode of Transport (or

MOT)

13 NS F1 Conditional requirement.

As per the previous field, data is only

required for EC invoices i.e. those

invoices with either a Y or a y in the

Intrastats Transaction Flag field.

If required, the code should be present

on the system on the ‘Mode of

Transport’ file and should be a valid

Customs defined code e.g. 1 for sea

transport, 4 for air, etc.

Previous Doc Type 14 AN M6 Optional

As per Tariff List

Previous Doc Reference

Number

15 AN M20 Optional

Dependant on Field 14




on to Customs.



pertaining to the invoice header in

question e.g. a purchase order number,

serial number, etc. This information

may prove useful on extracting data for

management / reporting purposes at a

later stage.








October 2017 75



Fld.

No.

Field

Type

Field

Lgth.

Notes



required.



required.

Example of a Receipt Invoice Header Record: (using a + delimiter)

R50+000+SUPPLIER1+INVOICE1+21/03/1998++5085.35+GBP+US+600+N+CIF+1++++++

October 2017 76

33..77 RREECCEEIIPPTT IINNVVOOIICCEE LLIINNEE ((RR5511))



No.

Field

Type

Field

Lgth.

Notes





Invoice Line Number 5 NS M5 Mandatory


Invoice Line Value 7 NU Mandatory

Unit Price 8 NU Mandatory

Quantity Delivered 9 NU Mandatory

Quantity Invoiced 10 NU Mandatory

Procedure Code 11 AN F7 Optional (EC procedure codes to

begin with 888)

IPR Authorisation Number 12 AN M5 Conditional

Warehouse Code 13 AN M17 Conditional

Tariff Rate Identifier (or

TRID)

14 AA M3 Conditional



17 Field not currently used

(delimiter must be supplied)

Net Weight 18 NU Conditional

Grosvenor Use Only 19 YN F1 Not to used – denoted by a delimiter

User 1 20 AN M24

User 2 21 AN M24

Licence Number 22 AN M8 Conditional

Number Of Packages 23 NS Mandatory



October 2017 77



Receipt Invoice Line

Fld.

No.

Field

Type

Field

Lgth.

Notes











Only specific (and not general)

suppliers may be used.

The supplier reference should be

present on the system on the ‘Supplier’

file.


Note:

The record will not fail the content

validation if a matching invoice header

record is not already present on the

system. This is because the header and

line records may be funneled

separately.

Invoice Line Number 5 NS M5 Mandatory requirement.

The system will expand the invoice line

number to the maximum 5 digits where

less than 5 has been entered e.g. 1

would be expanded to 00001, 20 to

00020, etc.

The line number will appear as 5

characters once the record has passed

the content validation stage.


The product reference should be

present on the system on the ‘Product’

file.

October 2017 78



Fld.

No.

Field

Type

Field

Lgth.

Notes

Product Reference

(Continued)

Note:

Although a specific supplier reference

is required on the invoice line, the

product used may be set up on the

system’s product file under the specific

supplier reference (input on the invoice

line) or under a general supplier

(reference of @G).

Invoice Line Value 7 NU Mandatory requirement.

If this field is left blank, it will be

automatically calculated by the system

(by multiplying the unit price by the

quantity delivered) for non-EC invoices

only.

For EC invoices, the system will

multiply the purchase price (held on the

product file) by the quantity delivered.

Note:

The system will reject a value of 0 in

this field.

A positive value (greater than zero) is

required in the unit price field if the

invoice line value is left blank.

Unit Price 8 NU Mandatory requirement.



(by dividing the invoice line value by

the quantity delivered) for non-EC

invoices only.

For EC invoices, the system will pick

up the unit price from the purchase

price field held on the product file.

Note:

The system will reject a value of 0 in

this field.

A positive value (greater than zero) is

required in the invoice line value field

if the unit price field is left blank.

October 2017 79



Fld.

No.

Field

Type

Field

Lgth.

Notes

Quantity Delivered 9 NU Mandatory requirement.

The quantity delivered is reported to

CHIEF. Although a value of 0 may be

entered, it will not be reported to

CHIEF as 0 values are not accepted.

Note:

If either the unit price or invoice line

value fields are left blank, a positive

value (greater than zero) must be

entered for the system to perform the

necessary calculations required.

The quantity delivered and invoiced

fields cannot both be zero.

Quantity Invoiced 10 NU Mandatory requirement.

The system will accept a value of 0 to

be entered in this field. However, the

quantity invoiced and delivered fields

cannot both be zero.

Note:

A positive value is required where the

net weight field has been left blank as

the system requires this value in order

to perform the necessary calculations.


The Procedure Code is used to identify

the nature of the Customs procedures

for the goods i.e. the type of movement

of the goods.

If you do not include the procedure

code on the funnel, a default procedure

code will be picked up from the

product file (for the product in

question).

If you do input a procedure code, then

you must ensure that it is a Customs

defined 7 alpha numeric code as

defined in the HMRC Tariff (Volume

3, Appendix E) and that it has been set

up on the system’s procedure codes

file.

October 2017 80



Fld.

No.

Field

Type

Field

Lgth.

Notes

IPR Authorisation Number 12 AN

M5 Conditional requirement.

Data input is only required if the

procedure code begins with either a 41

or 51 i.e. procedure codes used for IPR

Drawback and Suspension.

If required, the system will only accept

the shortened 5-digit IPR authorisation

code as set up on the IPR Authorisation

File within the system.

Warehouse Code 13 AN M17 Conditional requirement.

Data input is only required if the

procedure code begins with a 71 i.e.

procedure code used for goods going

into a warehouse.

Tariff Rate Identifier (or

TRID)

14 AA M3 Optional requirement.

The Tariff Rate Identifier (or TRID) is

a code that indicates the rate of duty

applicable to the goods e.g. a TRID of

F indicates that a Full Rate of Duty is

applicable, G indicates a claim to a

Preferential Rate under GSP, whereas

F B would be used to claim a duty

suspension etc. See HMRC Tariff for a

definitive list.

If a TRID is not included on the

invoice line record, the system will take

the TRID from the product file (for the

product reference entered on the

invoice line).

Note:

If a TRID is included on the invoice

line funnel record, it must be one that

has already been set up on the system

on the ‘Tariff Rate Identifiers’ file.

October 2017 81



Fld.

No.

Field

Type

Field

Lgth.

Notes

VAT Rate Identifier 15 AA F1 Conditional requirement.

The VAT Rate Identifier is the code

used to identify the rate of VAT to

which the goods are liable e.g. S for

standard rate, Z for zero rate, etc.

The VAT Rate Identifier will default to

that held on the Product File (for the

product entered on the invoice line).

However, where multiple VAT Rates

are applicable to a product (e.g.

clothing, shoes, etc. – adult and

children’s sizes) a VAT Rate ID of ?

may have been entered on both the

commodity code and product files to

indicate the use of multiple rates.

In such instances it is mandatory to

include the actual Customs defined

VAT Rate Identifier on the invoice line

itself e.g. S for standard rated products,

Z for zero rated products, etc.

Note:

If a VAT Rate Identifier is required, it


‘VAT Rate Identifiers’ file and must be

a valid Customs defined code.


For goods not wholly produced in one

country, the country of origin to be

declared is that in which the final

substantial processing took place,

resulting in the manufacture of a new

product or representing an important

stage in its manufacture.

If the country of origin field is left

blank, the system will take the country

of origin from the product file.

If the country of origin has not been

entered on the product file (for the

product in question), then data input

will be required.

Note:

If a country of origin is entered, it must

be set up on the system on the ‘Country


October 2017 82



Fld.

No.

Field

Type

Field

Lgth.

Notes

Country of Origin

(Continued)

Customs defined 2-alpha code (as per

the HMRC Tariff – Volume 3,

Appendix C1).

CTD Number 17 Field not currently used (delimiter

must be supplied).


This is the total net weight (not

including packaging) in kilograms of

the goods input on the invoice line i.e.

unit net weight multiplied by the

quantity.



by multiplying the net weight taken

from the product file by the quantity

invoiced amount on the invoice line.

Note:

The system will reject a value of 0.

Grosvenor Use Only 19 YN F1 Not to be used.

This is a spare field designed for future

use and as such, no data input is

required. However, the field still needs

to be denoted by a delimiter.




on to Customs.



that may pertain to the invoice line.

This information may prove useful on




User 2 21 AN M24 Optional Requirement.


October 2017 83



Fld.

No.

Field

Type

Field

Lgth.

Notes

License Number 22 AN M8 Optional requirement.

A license number short code should be

input if the product’s commodity code

has been flagged as requiring a licence

and the country of origin used on the

invoice line has been added to the

‘Licence Commodity Code’ Table.

License requirements are identified

using a combination of CMCD and

Country of Origin.


Enter the number of packs or pieces

For this invoice line

MAXIMUM acceptable by CHIEF

is 5 digits (ie: 99999).


Although no data should be input, the

field still needs to be denoted by a

delimiter.


As per ‘Grosvenor 1’.

Example of Receipt Invoice Line Records: (using a + delimiter)

R51+000+SUPPLIER1+INVOICE1+1+PROD1+1017.07+101.707+10+10+4000000+++F+S+US+X+

120+++++++

R51+000+SUPPLIER1+INVOICE1+2+PRODXYZ+4068.28+406.828+10+10+4000000+++F+S+US+X+480+++++++

Note: In the actual funnel file (RFUNNEL.PRN), each of the above records would not ‘wrap’ onto the next line – i.e. each

record would be on one line only in a continuous string.

e.g. R51+000+SUPPLIER1+INVOICE1+1+PROD1+…….

R51+000+SUPPLIER1+INVOICE1+2+PRODXYZ+…….

The first example has been shown in such a way as to make it legible.

October 2017 84

33..88 RREECCEEIIPPTT IINNVVOOIICCEE HHEEAADDEERR CCHHAARRGGEE ((RR5522))



No.

Field

Type

Field

Lgth.

Notes








User 1 8 AN M24

User 2 9 AN M24







Charge

Fld.

No.

Field

Type

Field

Lgth.

Notes






the company file on the system. You

should also be logged onto the

appropriate company (where more than

one company has been set up on the

system).


A specific (and not general) supplier is

required.

The supplier should be set up on the

system on the ‘Supplier’ file.

October 2017 85



Charge

Fld.

No.

Field

Type

Field

Lgth.

Notes


Note:


validation if a matching supplier /

invoice header record is not already

present on the system. This is because

the header and charges records may be

funneled separately.


Additional charges may be entered

against an invoice.

The Charge Type needs to be present

on the system on the ‘Charge Codes’

file.

Examples:

Charge Type ‘F’ could be used to

represent a Freight Charge, ‘I’ for

Insurance, etc.




additional charge type entered.







per the HMRC Tariff – Volume 3,

Appendix C1).




on to Customs.



pertaining to the invoice header

charges. This information may prove

useful on extracting data for


later stage.

October 2017 86



Charge

Fld.

No.

Field

Type

Field

Lgth.

Notes









required.



required.

Example of Receipt Invoice Header Charges Records: (using a + delimiter)

R52+000+SUPPLIER1+INVOICE1+F+50.5+GBP++++++

R52+000+SUPPLIER1+INVOICE1+O+12.22+USD++++++

October 2017 87

33..99 RREECCEEIIPPTT IINNVVOOIICCEE LLIINNEE CCHHAARRGGEE ((RR5533))



No.

Field

Type

Field

Lgth.

Notes









User 1 9 AN M24

User 2 10 AN M24







Charge

Fld.

No.

Field

Type

Field

Lgth.

Notes






the company file (on the system). You




system).


A specific (and not general) supplier

reference is required.

The supplier should be set up on the

system on the ‘Supplier File’.

October 2017 88



Charge

Fld.

No.

Field

Type

Field

Lgth.

Notes


Note:


validation if a matching supplier /invoice

/ line record is not already present on the

system. This is because the lines and

line charges records may be funneled

separately.

Invoice Line Number 5 NS M5 Mandatory requirement.

The system will automatically expand

the line number to the maximum 5 digits

if less than 5 are entered e.g. 1 would be

expanded to 00001, 20 to 00020 once the

record has passed the content validation

stage.


Additional charges may be entered

against the invoice line.

The Charge Type needs to be present on

the system on the ‘Charge Codes’ file.

Examples:

Charge Type ‘F’ could be used to

represent a Freight Charge, ‘I’ for

Insurance, etc.




additional charge type entered.







per the HMRC Tariff – Volume 3,

Appendix C1).

The code used must already be present

on the system on the ‘Charge Codes’ file.

October 2017 89



Charge

Fld.

No.

Field

Type

Field

Lgth.

Notes



the system and as such, is not reported on

to Customs.



pertaining to the invoice line charges.

This information may prove useful on











required.



required.

Example of Receipt Invoice Line Charges Records: (using a + delimiter)

R53+000+SUPPLIER1+INVOICE1+1+F+20.5+GBP++++++

R53+000+SUPPLIER1+INVOICE1+1+O+10+GBP++++++

October 2017 90

33..1100 EENNTTRRYY//IINNVVOOIICCEE LLIINNKK ((RR5544))



No.

Field

Type

Field

Lgth.

Notes



Entry Number/Reference 3 AN M10 Mandatory

(3 alpha prefix, 5 numeric suffix)

Supplier 4 AN M17 Mandatory


Field not used 6 Field not used






Entry/Invoice Link

Fld.

No.

Field

Type

Field

Lgth.

Notes













each entry by the importer. It should be

common to both the system and the



alphanumeric prefix followed by a 5

digit numeric suffix.

The entry header details pertaining to the

entry reference should either already be

present on the system or be funneled

down at the same time (- see record type

R20). See R20 field 3 also reference

field length.

October 2017 91


Entry/Invoice Link

Fld.

No.

Field

Type

Field

Lgth.

Notes

Supplier 4 AN M17 Mandatory requirement.

The supplier used must not only be

present on the system’s supplier file for

the company concerned.

In addition, the supplier and invoice

combination entered on the

‘entry/invoice link’ funnel should either

already be present on the system (i.e. on

an existing invoice header) or else be

funneled down at the same time (- see

record types R50/R51).


The invoice/supplier combination

entered on the ‘entry/invoice link’ funnel

record should either already be present

on the system (i.e. on an existing invoice

header) or else be funneled down at the

same time (- see record types R50/R51).

Field not used 6 Field not used (delimiter must be

supplied)









Example of an Entry/Invoice Link Record: (using a + delimiter)

R54+TESTCO+LHR00013+SUPPUS+INVIPS13+++++

October 2017 92

33..1111 NNOONN--CCFFSSPP IIPPRR SSTTOOCCKK TTAAKKEE OONN ((RR9900))

The funnel used for downloading the non-CFSP IPR stock may be named as IPRSTOCK.PRN or the usual funnel name of

RFUNNEL.PRN. See page 9. The funnel file should be saved as an ASCII text file as per other funnel records and should be

copied into the relevant RICARDO\COMPANY\….. folder e.g. if you wanted to funnel goods into a company named

‘TESTABC’ then the IPRSTOCK.PRN/RFUNNEL.PRN would need to be copied into…:\RICARDO\COMPANY\TESTABC.

Once the funnel has been created and copied into the relevant location and if you have used IPRSTOCK.PRN as the file name,

you should select the menu option ‘IPR – Non CFSP IPR Stock – Funnel’ in order to validate the funnel. If you have used

RFUNNEL.PRN as the file name the funnel processing is done from the “Process” Menu.

(Note that there is also a facility for inputting the records manually by selecting menu option ‘IPR – Non CFSP IPR Stock –

Manual Input’. Once you have manually input the records and saved them, the system will create the IPRSTOCK.PRN funnel

file which will then need to be validated under the ‘Funnel Input’ option as above).

If any transmission errors are found during the funnel validation process, the records will be written to a file called

IPRSTOCK.ERR if your funnel file was named IPRSTOCK.PRN, or TRANSVAL.ERR if your funnel file was called

RFUNNEL.PRN. and either file will be found in the relevant RICARDO\COMPANY\… directory.

If any content errors are found during the funnel validation process, then you are given the option to view/amend the errors

under the ‘IPR – Non CFSP IPR Stock – Maintain Funnel Content Failures’ menu option, or if your funnel file was called

RFUNNEL.PRN under Process> Content maintenance if the funnel file was called RFUNNEl.PRN. If amendments are made

and subsequently saved, then you will need to rerun the ‘Funnel’ option from the appropriate place to revalidate.

October 2017 93


Field Description

Non-CFSP IPR Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes






Procedure Code 6 AN F7 Mandatory

Date Received 7 DA F10 Mandatory

Entry Reference 8 AN M10 Mandatory



Quantity Received 11 NU Mandatory


Country of Origin 13 AA F2 Mandatory




Port of Despatch 17 AA F3 Mandatory


Line Freight Charges (in

sterling)

19 NU No data required in this field.

Delimiter still required

Line Insurance Charges (in

sterling)

20 NU No data required in this field


Line Other Charges (in

sterling)



Line VAT Only Charges

(in sterling)

22 NU Optional

Extended Line Value 23 NU Mandatory

User 1 Field 24 AN M24 Optional


IPR Date 26 DA F10 Mandatory

IPR Authorisation No. 27 AN M5 Mandatory

Value for Duty 28 NU Mandatory

Anti-Dumping Duty 29 NU Conditional

Duty 30 NU Conditional

Interest 31 NU No longer required since UCC was

introduced. Delimiter still required.

October 2017 94


Field Description

Non-CFSP IPR Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes











The product reference should be present

on the system on the ‘Product’ file.


Only a specific (and not a general e.g.

@G) supplier should be used.

The supplier reference must be present

on the system on the ‘Supplier’ file.

Internal Product Reference 5 AN M24 Conditional requirement.

If the company has been set up to ‘Use

the Internal Product Reference’ then

you will need to input the relevant

internal product reference as set up on

the ‘Product’ file in the ‘Internal Product

Reference’ field (and not the ‘Product

Reference’ field).

If the company has not been flagged to

use a separate internal product reference,

then you should leave this field blank.

Procedure Code 6 AN F7 Mandatory

Always a CPC that denotes goods

received into IP suspension. Will always

commence with “51”

October 2017 95

Field Description

Non-CFSP IPR Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

Date Received 7 DA F10 Mandatory requirement.

The date received into your own IPR

stock should be input in DD/MM/YYYY

format only.

If no previous period has been run on

your IPR system, then you will be able to

input a date either prior to or within the

current reporting periods in order to

enable the download of your initial stock.

However, once you have run a period

end, the system will only allow you to

use a date within the current reporting

periods.

Note:

For initial stock take-on where the date

received is prior to the first period, the

system will not write down the

authorisation by the quantity or value as

it is assumed that this will already have

been written down against. However, if

the date is within the current reporting

periods then the authorisation will be

written down by the appropriate amount.

Entry Reference 8 AN M10 Mandatory requirement.

The entry reference should be entered

as a 3-digit alphanumeric entry prefix

followed by 5-digit numeric suffix.

Note that the entry prefix should be set

up on the entry prefix file – this will

accept both alpha (A-Z) and numeric (0-

9) characters. The entry reference used

should be unique and shouldn’t have

been used before on the system.

This data is the same as used in the

following areas:

R20, R21, R22, R23 – Field 3

Note:








October 2017 96

Field Description

Non-CFSP IPR Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes


You may enter up to 17 characters for

the invoice number. However, as per the

entry reference field, you should not

input an invoice number that has been

used before on the system.









Quantity Received 11 NU Mandatory requirement.

You must enter a positive amount

(greater than 0).


The currency code used must be a

recognised Customs

Country of Origin 13 AA F2 Mandatory requirement.

Only recognised Customs country codes

should be input and must be present on

the system’s ‘Country Codes’ file.


As per the ‘Country of Origin’ – see

above.

Terms of Delivery 15 AA F3 Mandatory requirement.

The Terms of Delivery code is essential

as the system needs to check this code on

removals to determine whether charges

are present and need to be applied.

The Terms of Delivery code used must

be set up on the ‘Terms of Delivery

Codes’ file.

Mode of Transport 16 NS F1 Mandatory requirement.

You should input only Customs

recognised 1-digit mode of transport

codes e.g. 1 for sea, 4 for air, etc.

It is essential to put in the correct code as

it will affect the value for duty and duty

amounts on removal where freight is

applicable.

October 2017 97

Field Description

Non-CFSP IPR Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

Port of Despatch 17 AA F3 Mandatory requirement.

On air shipments i.e. where the mode of

transport is 4, you must ensure that the

‘Port of Despatch’ code used is a

recognised IATA Code and has been set

up on the system.


The Port of Entry must be present on the

‘UK Ports/ICDs’ file and must be a

recognised 3-digit Customs code.


sterling)



sterling)



sterling)



(in sterling)


The ‘Line VAT Only Charges (in

sterling)’ should be used only for

inputting charges that are subject to VAT

and not duty.

For further details see ‘Line Freight

Charges (in sterling)’.

Extended Line Value 23 NU Mandatory requirement.

The extended line value should be based

on the ‘Qty. Received’ multiplied by the

product’s ‘Unit Price’.

Unlike the charges, the ‘Extended Line

Value’ field should be entered in the

currency (as per ‘Currency Code’

entered) and not converted to sterling.

Where the value is not a whole number,

you should include the decimal point in

the appropriate place.

User 1 Field 24 AN M24 Optional requirement.


the system for reporting to Customs.

It is useful for storing additional

information e.g. the initial declaration

reference, purchase order number, etc.

which can be used in reports.



As per above.

October 2017 98

Field Description

Non-CFSP IPR Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

IPR Date 26 DA F10 Mandatory requirement.

This is the date in which the goods

entered into the previous trader’s

premises – if the goods entered your own

IPR system via another IPR trader.

Where this is not applicable, you should

enter the same date as used in the ‘Date

Received’ field.

The date must be in DD/MM/YYYY

format.

Note:

The system will use this date and not the

‘date received’ in order to set the expiry

date of the product in question.

IPR Authorisation Number 27 AN M5 Mandatory requirement.

You will need to enter the 5-digit IPR

Authorisation Number as set up on your

‘IPR Authorisation’ file, which will link

to the ‘Customs Authorisation Code’ on

the file.

If the IPR Authorisation has not been set

up then the record will fail validation.

Value for Duty 28 NU Mandatory requirement.


you should enter the decimal point in the

appropriate place.

Anti-Dumping Duty 29 NU Conditional requirement.

This is only required if the product in

question has been set up with a 14-digit

commodity code i.e. the 10-digit

commodity code followed by the 4-digit

anti-dumping code.

As per above, you should insert the

decimal point where appropriate where

the figure is not a whole number.

Duty 30 NU Mandatory requirement.

As the duty amount is fixed on goods

going into IPR, the duty field is

mandatory. Note that the duty amount

should not include the anti-dumping

amount as this is held separately (see

above).

Note:

If you are using a CPC that suspends

VAT only, and not duty (EG: 5100A04),

you should enter the duty amount 0.00

Interest 31 NU No longer required since UCC was

introduced. Delimiter still required.

October 2017 99

33..1122 NNOONN--CCFFSSPP WWAARREEHHOOUUSSEE SSTTOOCCKK TTAAKKEE OONN ((RR9966))

Note:

The funnel that will be used for downloading the non-CFSP warehouse stock should be named as WHSTOCK.PRN. However,

you may also present these records to Ricardo in the usual funnel name of RFUNNEL.PRN or in a numbered file. The funnel

should be saved as an ASCII text file as per other funnel records and should be copied into the relevant

RICARDO\COMPANY\…. Folder e.g. if you wanted to funnel goods into a company named ‘TESTABC’ then the

WHSTOCK.PRN would need to be copied into ..\RICARDO\COMPANY\TESTABC.

Once the funnel has been created and copied into the relevant location, you should select the menu option ‘Input Data – Non

CFSP Warehouse Stock Receipts – Funnel Input’ in order to validate the funnel. Select “Process> Transmission Validation” and

then “Content Validation” if your data is in file RFUNNEL.PRN.

(Note that there is also a facility for inputting the records manually by selecting menu option ‘Input Data – Non CFSP

Warehouse Stock Receipts – Manual Input’. Once you have manually input the records and saved them, the system will create

the WHSTOCK.PRN funnel file which will then need to be validated under the ‘Funnel Input’ option as above).


WHSTOCK.ERR in the relevant RICARDO\COMPANY\… directory.

If any content errors are found during the funnel validation process, then you are given the option to view, amend and/or delete

the errors under the ‘Input Data – Non CFSP Warehouse Stock Receipts – Maintain Funnel Failures’ menu option. If

amendments are made and subsequently saved, then you will need to rerun the ‘Funnel Input’ option to revalidate.

Funnel file WHSTOCK.PRN will be renamed to R96… .XRN (R96 plus the next number in the sequence each time the funnel

routine is run) in the appropriate RICARDO\COMPANY\…. directory.

October 2017 100


Field Description

Non-CFSP Whse.Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

















Port of Despatch 17 AA F3 Mandatory



original currency)

19 NU Conditional


original currency)

20 NU Conditional


original currency)

21 NU Conditional


(in original currency)

22 NU Conditional




Licence Number 26 AN M8 Optional


Freight Charges Currency

Code

28 AA F3 Optional

Insurance Charges

Currency Code

29 AA F3 Optional

Other Charges Currency

Code

30 AA F3 Optional

VAT Only Charges

Currency Code

31 AA F3 Optional

Tariff Rate Identifier

(TRID)

32 AN M3 Optional



October 2017 101


Field Description

Non-CFSP Whse.Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes


















Note: The supplier and invoice/line

combination needs to be unique.



the Internal Product Reference’ then you

will need to input the relevant internal

product reference as set up on the

‘Product’ file in the ‘Internal Product







Usual input is 7100000


The date received into the warehouse

should be input in DD/MM/YYYY

format only.

October 2017 102

Field Description

Non-CFSP Whse.Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes


The entry reference should be entered as

a 3-digit alphanumeric entry prefix








Note:












input a supplier/invoice/line combination

that has been used before on the system.











(greater than 0).


This is the currency code for the

currency shown on the original receipt

invoice. It must be a recognised

Customs code







above.

October 2017 103

Field Description

Non-CFSP Whse.Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes








Codes’ file.





It is essential to put in the correct code as

it will affect the value for duty and duty

amounts on removal where freight is

applicable.

Port of Despatch 17 AA F3 Mandatory requirement.





up on the system.






original currency)


Note that if used, you should ensure that

you have used an appropriate Terms of

Delivery Code e.g. FOB and not CIF.



decimal point.

If not required, you should leave the field

blank but denote its presence with a

delimiter.


original currency)


See details for ‘Line Freight Charges (in

original currency)’.

October 2017 104

Field Description

Non-CFSP Whse. Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes


original currency)


The ‘Line Other Charges (in original

currency)’ is used for inputting charges

other than ‘Freight’ and ‘Insurance’ that

are subject to duty.


Charges (in original currency)’.





original currency)’ should be used only

for inputting charges that are subject to

VAT and not duty.



















As per above.

Licence Number 26 AN M8 Optional requirement.

If used, you will need to have set up the

licence number under the ‘Static Data –

Company Specific – Licence Details’

menu option.


If used, you should input the total net

weight of the line including decimal

point where not a whole number.

If not used, the system will use the unit

net weight input on the product file.

October 2017 105

Field Description

Non-CFSP Whse.Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes


Code


This is conditional in that input is only

required where you have included a

‘Line Freight Charge’ amount.


currency in which the charge was levied.

It must be a recognised Customs code

Insurance Charges

Currency Code




‘Line Insurance Charge’ amount.





Code




‘Line Other Charge’ amount.




VAT Only Charges

Currency Code




‘Line VAT Only Charge’ amount.




Tariff Rate Identifier

(TRID)

32 AN M3 Optional

The Tariff Rate Identifier (or TRID) is

a code that indicates the rate of duty

applicable to the goods e.g. a TRID of

F indicates that a Full Rate of Duty is

applicable, G indicates a claim to a

Preferential Rate under GSP, whereas

F B would be used to claim a duty

suspension etc. See HMRC Tariff for a

definitive list. This is the TRID to be

used when removing goods from the

Customs Warehouse.









October 2017 106

33..1133 NNOONN--CCFFSSPP FFRREEEE CCIIRRCCUULLAATTIIOONN SSTTOOCCKK TTAAKKEE OONN ((RR9977))

The funnel that is used for downloading non-CFSP free circulation stock FCSTOCK.PRN. However, you may also present

these records to Ricardo in the usual funnel name of RFUNNEL.PRN. The funnel should be saved as an ASCII text file as per

other funnel records and should be copied into the relevant RICARDO\COMPANY\…. Folder e.g. if you wanted to funnel

goods into a company named ‘TESTABC’ then the FCSTOCK.PRN would need to be copied into

..\RICARDO\COMPANY\TESTABC.

Once the funnel has been created and copied into the relevant location, you should select the menu option ‘Input Data – Non

CFSP Free Circulation Receipts – Funnel Input’ in order to validate the funnel. Select menu options under “Process” if your

funnel data is in RFUNNEL.PRN.


FCSTOCK.ERR in the relevant RICARDO\COMPANY\… directory.

If any content errors are found during the funnel validation process, then you are given the option to view, amend and/or delete

the errors under the ‘Input Data – Non CFSP Free Circulation Stock Receipts – Content Failures’ menu option. If amendments

are made and subsequently saved, then you will need to rerun the ‘Funnel Input’ option to revalidate. Select menu options under

“Process” if your funnel data was originally in RFUNNEL.PRN.

If you are unwilling or unable to create R97 records Grosvenor can provide you with a utility program that will generate them

records from a csv file containing Product Reference and Quantity. FC Good are not under customs control and as such will

never be reported to HMRC when removed and because of that these are the only two data elements that must be correct. All

other data, though mandatory for Ricardo, can be defaulted and the utility can be set to insert those defaults.

TIP: always use terms of delivery CIF (Field 15). This then removes the need for any data in fields 19-22 and 28-31

TIP: always use mode of transport 1 (seafreight) (Field 16)). This then removes the need for a port of dispatch (Field 17)


Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

















Port of Despatch 17 AA F3 Conditional


October 2017 107

Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes


original currency)

19 NU Optional


original currency)

20 NU Optional


original currency)

21 NU Optional



22 NU Optional




Spare Field 26 AN M8 Not Used – denoted by a delimiter.



Code

28 AA F3 Optional

Insurance Charges

Currency Code

29 AA F3 Optional


Code

30 AA F3 Optional

VAT Only Charges

Currency Code

31 AA F3 Optional





Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes
















October 2017 108

Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

Supplier Reference

(Continued)



Note: The supplier and invoice/line

combination needs to be unique.



the Internal Product Reference’ then you

will need to input the relevant internal

product reference as set up on the

‘Product’ file in the ‘Internal Product






Procedure Code 6 AN F7


The date received into the warehouse

should be input in DD/MM/YYYY

format only.


The entry reference should be entered as

a 3-digit alphanumeric entry prefix








Note












input a supplier/invoice/line combination

that has been used before on the system.

October 2017 109

Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes











(greater than 0).


The currency code used must be a

recognised Customs code







above.








Codes’ file.





It is essential to put in the correct code,

as it will affect the value for duty and

duty amounts on removal where freight

is applicable.

October 2017 110

Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

Port of Despatch 17 AA F3 Conditional requirement.





up on the system.

For sea shipments, the Port of Despatch

is not a mandatory requirement.






original currency)


Note that if used, you should ensure that

you have used an appropriate Terms of

Delivery Code e.g. FOB and not CIF.



decimal point.

If not required, you should leave the field

blank but denote its presence with a

delimiter.


original currency)


See details for ‘Line Freight Charges (in

original currency)’.


original currency)


The ‘Line Other Charges (in original

currency)’ is used for inputting charges

other than ‘Freight’ and ‘Insurance’ that

are subject to duty.







original currency)’ should be used only

for inputting charges that are subject to

VAT and not duty. For further details

see ‘Line Freight Charges (in original

currency)’.

October 2017 111

Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

















As per above.

Spare Field. 26 AN M8 Not used by the system.





If used, you should input the total net

weight of the line including decimal

point where not a whole number.

If not used, the system will use the unit

net weight input on the product file.


Code




‘Line Freight Charge’ amount.

If required, the currency code used must

be a recognised Customs code

October 2017 112

Field Description

Non-CFSP Free

Circulation Stock

Fld.

No.

Field

Type

Field

Lgth.

Notes

Insurance Charges

Currency Code




‘Line Insurance Charge’ amount.

(See ‘Freight Charges Currency Code’

for more details).


Code




‘Line Other Charge’ amount.


for more details).

VAT Only Charges

Currency Code




‘Line VAT Only Charge’ amount.


for more details).













October 2017 113

33..1144 MMAARRKKSS AANNDD NNUUMMBBEERRSS ((PP0011))

These fields are OPTIONAL (For Management information and Customs Audit) because of the aggregation rules agreed with

HMRC.



No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3 Mandatory – always P01





Item Number 6 NS M5 Mandatory

Marks and Numbers 7 AN M42 Mandatory

Type of Pack 8 AN M3 Mandatory

Number of Packs 9 AN F2 Optional






No.

Field

Type

Field

Lgth.

Notes







If more than 1 set of marks and

numbers use this field to denote

Marks and Numbers 7 AN M42 Mandatory

Type of Pack 8 AA M3 Mandatory

Number of Packs 9 AN F2 Optional




October 2017 114

33..1155 CCOONNTTAAIINNEERR NNUUMMBBEERRSS ((PP0022))



No.

Field

Type

Field

Lgth.

Notes







Container Number 7 AN M17 Mandatory






No.

Field

Type

Field

Lgth.

Notes







If more than 1 container use this

field to denote





October 2017 115

33..1166 PPRREEFFEERREENNCCEE CCEERRTTIIFFIICCAATTEE DDEETTAAIILLSS ((RR5577))



No.

Field

Type

Field

Lgth.

Notes



Certificate Reference 3 AN M35 Mandatory – This will either be the

preference certificate number or the

invoice number where an Invoice

Declaration is being used

Certificate Type 4 AA M2 Mandatory –

AT – for Turkish Preference where

an EUR1/EUR-MED or equivalent

invoice declaration is being used

G – where a preference is being

claimed under the GSP

arrangements or equivalent invoice

declaration is being used

A - where a preference is being

claimed under another EU

preference arrangement or

equivalent invoice declaration is

being used

UT - for Turkish Preference where

an ATR or equivalent invoice

declaration is being used

U – for imports from San Marino

(Chapters 1-97 excluding coal or

steel) or Andorra (Chapters 25 – 97)

in respect of Customs Union

Agreements with the Community

Valid From Date 5 DA M10 Mandatory – DD/MM/YYYY or

DDMMYYYY

Valid To Date 6 DA M10 Mandatory – DD/MM/YYYY or

DDMMYYYY – The length of

validity depends on the type of

preference being claimed – the

following HMRC Statement may

apply:

“All proofs of origin have a limited

period of validity (10 months in the case

of GSP Forms A and Forms EUR1 issued

in the EU-Mexico, EU-Chile, ACP and

OCT Agreements, 4 or 5 months in other

agreements. The same periods apply to

invoice declarations. “

October 2017 116


No.

Field

Type

Field

Lgth.

Notes

Issuing Country 7 AA F2 Mandatory

Supplier Reference 8 AN M17 Optional

This code is the same code that is used

in the following areas:

R05 and R08 – field 3

R50 and R51 – field 3

Goods Description 9 AN M20 Mandatory

Quantity 10 NU Mandatory

Gross Weight 11 NU Conditional – dependent on

commodity

Nett Weight 12 NU Conditional – dependent on

commodity

Entry Reference 13 AN M10 Optional – This is the import entry

reference to which the certificate will

be associated


following areas:

R20, R21, R22, R23 – Field 3

Invoice Number 14 AN M17 Optional - This is the import invoice


be associated – the invoice must exist

within Ricardo


following areas:

R50 and R51 – Field 4

Invoice Line 15 NS M5 Conditional - This is the import

invoice line to which the certificate

will be associated – if the certificate

applies to the whole invoice, this field

should be left blank. If the

certificate applies to more than one

line on the invoice, a separate R57

record must be created per line

User 1 16 AN M24

User 2 17 AN M24

Status Code 18 AA F2 Mandatory – 2 digit code as detailed

in Appendix C10/C11 of the UK

Tariff

REX Code 19 AN M4 Not used – denoted by a delimiter

NB: Certificate data can be funneled with Fields 8, 13 & 14 blank. This allows them to be manually assigned to entries within

Ricardo.


R57+000+12345678912345678912+G+23/10/2007+23/08/2008+IN+SUPPLIER1+STUFF+1000+1100+1000+AK

K03907+AKK12345+1+ + +JP++

October 2017 117

33..1177 MMIISSCCEELLLLAANNEEOOUUSS CCEERRTTIIFFIICCAATTEE DDEETTAAIILLSS ((RR5588))

This interface can be used where a commodity code requires the import declaration to contain details of some form of official

document/certificate (other than preferential origin certificates – see R57) as detailed in Appendix C11 of the UK Customs

Tariff.



No.

Field

Type

Field

Lgth.

Notes




certificate number or the invoice

number where an Invoice


Certificate Code 4 AN M4 Mandatory – 4 digit code as detailed

in Appendix C11 of the UK Tariff



Tariff

Supplier Reference 6 AN M17 Optional

Entry Reference 7 AN M10 Optional – This is the import entry


be associated.


following areas:

R20, R21, R22, R23 – Field 3

Invoice Number 8 AN M17 Optional - This is the import invoice


be associated – the invoice must exist

within Ricardo


following areas:

R50 and R51 – Field 4





should be left blank. If the certificate

applies to more than one line on the

invoice, a separate R58 record must

be created per line

User 1 10 AN M24

User 2 11 AN M24

October 2017 118


No.

Field

Type

Field

Lgth.

Notes

Certificate valid from date 12 DA M10 Mandatory

Date of issue of the certificate. Date

formats accepted are:



NB: Certificate data can be funneled with Fields 6,7 & 8 left blank. This allows them to be manually assigned to entries within

Ricardo.


R58+000+12345678912345678912+C634+AE+SUPPLIER1+AKK03907+AKK12345+1+++01/01/2011++

October 2017 119

33..1188 MMIISSCCEELLLLAANNEEOOUUSS EEXXPPOORRTT CCEERRTTIIFFIICCAATTEE DDEETTAAIILLSS ((EE0077))

This interface can be used where a commodity code requires the export declaration to contain details of some form of official

document as detailed in Appendix C11 of the UK Customs Tariff.



No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3 Mandatory – always E07



certificate number or the invoice

number where an Invoice


Certificate Code 4 AN M4 Mandatory – 4 digit code as detailed

in Appendix C11 of the UK Tariff



Tariff

Customer Reference 6 AN M17 Conditional.

Must be left blank if field 5 is “XA”

UCR Reference 7 AN M35 Conditional.


UCR Part 8 NS F3 Conditional – only required if used

in NES declaration

Invoice Number 9 AN M17 Conditional.






should be left blank. If the

certificate applies to more than one

line on the invoice, a separate E07

record must be created per line

User 1 11 AN M24

User 2 12 AN M24




E07+000+12345678912345678912+C634+AE+CUSTOMER1+UCR1234567+001+AKK12345+1+++++

October 2017 120

44.. TTRRAANNSSAACCTTIIOONNAALL DDAATTAA FFUUNNNNEELLSS:: RREEMMOOVVAALLSS

44..00 RREEMMOOVVAALL TTRRAANNSSAACCTTIIOONN HHEEAADDEERR ((RR6600))



No.

Field

Type

Field

Lgth.

Notes




Removal Transaction No. 4 AN M15 Mandatory

Removal Date 5 DA M10 Mandatory

(DD/MM/YYYY or DDMMYYYY

format)

Removal Amount Value 6 NU Mandatory

Removal Currency 7 AA F3 Mandatory

Intrastat Transaction Flag 8 YN F1 If used, Y,y = Yes and N,n = No

Country of Destination 9 AA F2 Mandatory

Date of Shipment 10 DA M10 If used, must be in either


format

Terms of Delivery (TOD) 11 AA F3

Mode of Transport (MOT) 12 NS F1 *** SADH CHANGE ***

User 1 13 AN M24

User 2 14 AN M24

IPR Authorisation Short

Code

15 AN M5 Optional

Extra VAT Only charge 16 NA Optional

Place and Date of Onward

Consignment (for use with

42***** type CPCs)

NO LONGER

REQUIRED BY HMRC

FIELD TO REMAIN

17 AN M70 Conditional – dependent on use of 42

series CPC re Onward Supply VAT

Relief – requirement to declare place

and date of onward consignment i.e.

“Dover 21 05 2008”.

NO LONGER REQUIRED BY

HMRC

FIELD TO REMAIN

Note:

If you do not supply this data on the

funnel, Ricardo will automatically

generate data for HMRC. The Place

of Onward consignment will be

“Dover” and the date will be the

removal date + 1 day)

October 2017 121



Removal Transact. Hdr.

Fld.

No.

Field

Type

Field

Lgth.

Notes










system).


The customer reference should be

present on the ‘Customer’ file on the

system.

Removal Transaction No. 4 AN M15 Mandatory requirement.

This should correspond to your own

removal transaction records (e.g. sales

invoice). And unique for every removal.

Removal Date 5 DA M10 Mandatory requirement.

The date entered should be in either


format.

Removal Amount Vale 6 NU Mandatory requirement.

This is the total removal amount value

(not including any charges or discounts).


number, you should include the decimal

point where appropriate.

Apart from in specific circumstances –

Intrastat reporting or “Jobbing off” –

this can be defaulted to “1” – Ricardo

will pick up the original import value.

Removal Currency 7 AA F3 Mandatory requirement.

The currency code used should be set up

on the system on the ‘Currency Codes’

file. The code should be a valid Customs

defined 3-alpha code (as per the HMRC


Apart from in specific circumstances –

Intrastat reporting or “Jobbing off” –

this can be defaulted to “GBP”

Intrastats Transaction Flag 8 YN F1 Optional requirement.

If this is an Intrastats transaction i.e.

EC Despatch, then you should enter

either a Y or a y.

For a non-EC invoice, you should

either enter N or n. If left blank, the

field will automatically default to N.

October 2017 122



Fld.

No.

Field

Type

Field

Lgth.

Notes

Country of Destination 9 AA F2 Mandatory requirement.

The country of destination used must be

present on the ‘Country Codes’ file held

on the system.

The country must be a valid Customs

defined 2-alpha code (as per the HMRC


Date of Shipment 10 DA M10 Mandatory requirement.

If used, the date must be in either


format.

Terms of Delivery (TOD) 11 AA F3 Optional requirement.

If used, the Terms of Delivery code

should be set up on the system on the

‘Terms of Delivery Codes’ file and

should be a valid Customs defined code.

Mode of Transport (MOT) 12 NS F1 Optional requirement.

If used, the code should be set up on the

system on the ‘Mode of Transport

Codes’ file and should be a valid

Customs defined code.




to Customs.



pertaining to the removal transaction in

question e.g. a serial number, sales order

number, etc. This information may

prove useful on extracting data for


later stage.



IPR Authorisation Short

Code

15 AN M5 Optional – Insert IPR Authority Short

code in this field to enable removals

from IPR using a specific Authorisation

reference.

Extra VAT only Charges 16 NS Optional – Any extra VAT charges that

need to be included in the VAT

calculation on removal, can be inserted

in this field in Sterling.

October 2017 123



Fld.

No.

Field

Type

Field

Lgth.

Notes

NO LONGER

REQUIRED BY HMRC

FIELD TO REMAIN

17 AN M70 NO LONGER REQUIRED BY

HMRC

FIELD TO REMAIN

Delimiter must be supplied

Example of Removal Transaction Header Records: (using a + delimiter)

R60+000+CUST1+INVEC1+25/03/1998+500.5+GBP+Y+DE++CIF+1++++++

R60+000+CUSTUS+INVUS1+21/03/1998+1+GBP+N+US++CIF+4++++++

October 2017 124

44..22 RREEMMOOVVAALL TTRRAANNSSAACCTTIIOONN LLIINNEE ((RR6611))



No.

Field

Type

Field

Lgth.

Notes




Removal Transaction No. 4 AN M15 Mandatory

Removal Transaction Line

Number

5 NS M5 Mandatory

Removal Quantity 6 NU Mandatory

Removal Transaction

Code

7 AN M10 Mandatory

Internal Product Reference 8 AN M24 Mandatory

Extended Price 9 NU Optional

Unit Price 10 NU Optional


Community Transit

Document (CTD) Number

12 AN M10 Optional



Box 44 Text 15 AN M280 Optional


******** SADH Requirement *****

Duty Override amount 17 NU F1 Conditional

VAT Override amount 18 NU F1 Conditional



Removal Transact. Line

Fld.

No.

Field

Type

Field

Lgth.

Notes


Always R61 – the system will reject a








system).


The Customer Reference should be

present on the system on the

‘Customer’ file.

October 2017 125



Fld.

No.

Field

Type

Field

Lgth.

Notes

Customer Reference

(Continued)

Note:

The record should not fail content

validation if a matching removal

transaction header cannot be found as the

header and line details may be funneled

separately.

Removal Transaction

Number


The removal transaction number should

match your own removal transaction

record (e.g. sales invoice).

See Note above.

Removal Transaction

Line Number

5 NS M5 Mandatory requirement.

A maximum of 5 digits may be entered.

Where the number is less than 5 digits, it

will be automatically expanded to the

full 5 on passing the content validation

stage e.g. 1 would be expanded to 00001,

20 to 00020, etc.

Removal Quantity 6 NU Mandatory requirement.

Where the removal quantity is not a

whole number, you should include the


Removal Transaction

Code


The removal transaction code is a user-

definable field that should be present on

the system on the ‘Removal Transaction

Codes’ file.

Internal Product Reference 8 AN M24 Mandatory requirement.

The internal product reference should be

present on the system on the ‘Product’

file.

Note 1:

For details, see section headed 2.3

Product – Insert (R15) – Internal

Product Ref.

Note 2:

If the Bill of Materials Functionality is

being used this field should be populated

with a Finished Product reference. See

funnel types R70 and R73.

Extended Price 9 NU Optional requirement.

For non-EC invoices, the extended price

will be automatically calculated by the

system (by multiplying the quantity to be

removed by the unit price held on the

stock file for the product in question).

For EC invoices (EC despatch), you

may either include an extended price or

leave the field blank. If it is left blank,

October 2017 126



Fld.

No.

Field

Type

Field

Lgth.

Notes

Extended Price

(Continued)

The system will calculate the extended

price by multiplying the sales (or

exchange) price held on the product file

by the removal quantity.

Note:

The system will reject a 0 value in this

field.

If this field is to be left blank, a delimiter

will be required.

Unit Price 10 NU Optional requirement.

The system will automatically default the

unit price to that held on the stock file for

the product in question for non-EC

invoices.

For EC invoices (EC despatch), you may

either include the unit price of leave the

field blank. If blank, the system will

take the unit price from the sales (or

exchange) price field held on the product

file for the product in question.

Note:

The system will reject a 0 value in this

field.

If this field is to be left blank, a delimiter

will be required.


The net weight will be automatically

calculated by the system (by multiplying

the unit net weight held on the stock file

for the product in question by the

removal quantity).

Community Transit

Document (CTD) Number


A community transit document number

may be entered for goods being moved

from either a warehouse or IPR regime

into another member state.




to Customs.



pertaining to the sales invoice line in

October 2017 127



Fld.

No.

Field

Type

Field

Lgth.

Notes

User 1

(Continued)

question. This information may prove

useful on extracting data for management

/ reporting purposes at a later stage.



Box 44 Details 15 AN M280 Optional requirement.

Up to 4 Strings separated by @ signs can

be submitted.


Enter the number of packages /

pieces

Duty Override Amount 17 NU Conditional

To be used when it is necessary to send a

Duty override tax line. Enter the amount

to be paid here. No currency character

and no commas.

VAT Override Amount 18 NU Conditional

To be used when it is necessary to send a

VAT override tax line. Enter the amount

to be paid here. No currency character

and no commas.

Example of Removal Transaction Line Records: (using a + delimiter)

R61+000+CUST1+INVEC1+1+15+REMCODE1+PRODDE1+375+25+++++++++

R61+000+CUST1+INVEC1+2+5+REMCODE1+PRODDE2+125.55+25.11+12.5++++++++

R61+000+CUSTUS+INVUS1+1+4+REMCODE2+PRODUS1+800+200+51.22++++++++

R61+000+CUSTUS+INVUS1+2+5+REMCODE2+PRODUS2+375+75+++++++++

R61+000+CUSTUS+INVUS1+3+8+REMCODE2+PRODUS3+325+40.625+++++++++

Use of Extended Removal Transaction Line (R61) Funnel

(Requires Activation by Grosvenor (modification of file SCEXDGAB.R))

Grosvenor have now revisited and extended the removal transaction line funnel file to provide Traders the facility for the

following:

• Removal against specific Invoice, supplier and line,

• Removal of OPR products where OPR Authority and Compensatory product details are required to be shown.

• Input VAT only charges either not known at time of import or in addition to the import VAT only charges

This has been achieved by the addition of a further 8 fields within the R61 funnel. This new feature is company specific and once

activated all R61 funnels for that particular company should only be in the new format, i.e. 25 fields, as opposed to the normal

R61 funnel of 17 fields. Should the old format R61 funnels be used, they will fail due to wrong number of delimiters. Thus, if this

new feature is to be utilized, Traders should be aware that their IT Dept must be advised that the funnel file structures will have to

be altered accordingly.

October 2017 128

The following details are to be used as an addition to the Removal Transaction Line (R61) Funnel details outlined in the

Grosvenor Interface Specification Manual.

Summary of the New Fields Required:

Field Description Field No. Field

Type

Field

Length

Notes

Pick Invoice 19 AN M17 Conditional

Supplier Ref 20 AN M17 Conditional

Pick Line No. 21 NU M5 Conditional

OPR Authority 22 AN M5 Conditional

OPR compensatory

Product Reference

23 AN M24 Conditional

VAT only Charges 24 NU Optional

Export Licence

Details

25 AN M8 Conditional


Details of the New Fields Required:


Type

Field

Length

Notes

Pick Invoice 19 AN M17 Conditional requirement

The specific suppliers invoice

number that goods are to be picked

from should be input to this field. If

not using specific invoice pick this

should be left blank and denoted with

a delimiter If this field is completed

then field 20 becomes a Mandatory

field

Supplier Ref. 20 AN M17 Conditional requirement

The supplier reference is to be input

only using specific invoice pick,

otherwise leave blank and denote

with a delimiter.

Pick Line Number 21 AN M5 Conditional requirement

The specific invoice line number is

required to be input here. Again only

if a specific requirement, otherwise

this should again be left blank and


October 2017 129


Type

Field

Length

Notes

OPR Authority 22 AN M5 Conditional requirement

If goods are being removed for export

under OPR procedures, the relevant

OPR authority number is input to this

field.

If this field is completed then field 23

is mandatory.

OPR Compensatory

Product Reference

23 AN M24 Conditional Requirement

The Compensatory Product reference

that the OPR components are being

exported to produce or to be

incorporated into, is input into this

field.

If this field is completed then field 22

is mandatory

VAT only Charges 24 NU Optional

VAT only charges may be input into

this field. There may be certain

occasions where the VAT only

charge may not be known at time of

import, or where goods are owned

abroad whilst in Customs Warehouse,

and VAT only charges are required,

for the correct calculation of VAT

when entered for Home Use.

Export Licence

Details

25 AN O8 Optional

Insert licence short code if

Licenceable

Grosvenor 5 26 AN F1 Not used by system

As per Grosvenor 1 – Delimiter

required.

Example of New Removal Transaction Line Records where NO specific Invoice Supplier and line pick is required :(using a +

delimiter)

R61+000+CUST1+INVEC1+1+15+REMCODE1+PRODDE1+375+25++++++++++++++++

R61+000+CUST1+INVEC1+2+5+REMCODE1+PRODDE1+125.55+25.11+12.5+++++++++++++++

R61+000+CUSTUS+INVUS1+1+4+REMCODE2+PRODUS+800+200+51.22+++++++++++++++

R61+000+CUSTUS+INVUS1+2+4+REMCODE2+PRODUS+375+75++++++++++++++++

R61+000+CUSTUS+INVUS1+3+4+REMCODE2+PRODUS+325+40.625++++++++++++++++

October 2017 130

Example of New Removal Transaction Line Records where specific Invoice Supplier and line pick is required: (using a +

delimiter)

R61+000+CUST1+INVEC1+1+15+REMCODE1+PRODDE1+375+25++++++++INVOICE1+SUPPLIER1+1++++++

R61+000+CUST1+INVEC1+2+5+REMCODE1+PRODDE1+125.55+25.11+12.5+++++++INVOICE2+SUPPLIER3+7++++++

R61+000+CUSTUS+INVUS1+1+4+REMCODE2+PRODUS+800+200+51.22+++++++INVOICEUS1+US

SUPPLIER+27++++++

R61+000+CUSTUS+INVUS1+2+4+REMCODE2+PRODUS+375+75++++++++INVOICEUS2+US SUPPLIER+15++++++

R61+000+CUSTUS+INVUS1+3+4+REMCODE2+PRODUS+325+40.625++++++++INVOICEUS20+US

SUPPLIER+49++++++

Example of New Removal Transaction Line Records where NO specific Invoice Supplier and line pick is required, but where

removal is to OPR export:(using a + delimiter)

R61+000+OPR BUILDER+OPR REM+1+4+OPREXP+ OPR PROD 1+800+200+51.22++++++++++OP01+BUILT OPR

PRODUCT++++

R61+000+OPR BUILDER+OPR REM+2+4+OPREXP+2+OPR PROD 2+375+75+++++++++++OP01+BUILT OPR

PRODUCT++++

R61+000+OPR BUILDER+OPR REM+3+4+OPREXP+OPR PROD 3+325+40.625+++++++++++OP01+BUILT OPR

PRODUCT++++

Example of New Removal Transaction Line Records where NO specific Invoice Supplier and line pick is required, but where

VAT only Charges have to be applied to the removal:(using a + delimiter)

R61+000+CUST1+INVEC1+1+15+REMCODE1+PRODDE1+375+25+++++++++++++23.65+++

R61+000+CUST1+INVEC1+2+5+REMCODE1+PRODDE1+125.55+25.11+12.5++++++++++++2.20+++

R61+000+CUSTUS+INVUS1+1+4+REMCODE2+PRODUS+800+200+51.22++++++++++++5.00+++

R61+000+CUSTUS+INVUS1+2+4+REMCODE2+PRODUS+375+75+++++++++++++8.28+++

R61+000+CUSTUS+INVUS1+3+4+REMCODE2+PRODUS+325+40.625+++++++++++++7.65+++

October 2017 131

5.0 TRANSACTIONAL DATA FUNNELS: EXPORTS (NES)

55..11 EENNTTRRYY HHEEAADDEERRSS ((EE0011)) AARREE DDIIFFFFEERREENNTT DDEEPPEENNDDIINNGG OONN IIFF YYOOUU AARREE UUSSIINNGG FFUULLLL

OORR SSUUPPPPLLEEMMEENNTTAARRYY DDEECCLLAARRAATTIIOONNSS

As Follows:

5.1a Entry Header (E01) For Full Declarations


Field Description

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD

Box

Record Type 1 AN F3 Mandatory - Always E01

Company Code 2 AN M6 Mandatory 2

UCR 3 AN M34 Mandatory

ERN 4 AN M20 Optional

Country Destination 5 AN F2 Mandatory 17a

Port Destination 6 AN F3 Optional

Terms of Delivery 7 AN F3 Optional

Mode of Transport 8 NS F1 Conditional 25

Inland MOT 9 NS F1 Conditional 26

Craft Nationality 10 AN F2 Mandatory 21

Goods Location 11 AN F3 Conditional 30

Place of Loading 12 AN F3 Conditional 27

Ship Name/Flight

Num 13 AN M20 Conditional

21

Date of arrival 14 DA M8 or 10 Optional

Shipped Date 15 DA M8 or 10 Optional for Full Declarations 21

Currency Total 16 NU Mandatory 46

Currency Code 17 AA F3 Mandatory 44

Number Packages 18 NU Mandatory 6

Net Weight 19 NU Optional 38

In container 20 YN F1 Optional 19

Direct/Indirect

Export 21 AA NS Optional

44

User Field 1 22 AN M24 Optional


UCR part number 24 NS F3 Optional

Full Declaration

Indicator 25 YN F1 Mandatory

Consignee 26 AN M17 Optional

Goods At Location 27 YN F1 Full Declarations 21

Master UCR 28 AN M35 Future use (must be delimiter only)

October 2017 132


Field Description

Entry Header

Field

No.

Field

Type

Field

Lgth. *

Notes SAD

Record Type 1 AN F3 Mandatory requirement. Always

E01 – the system will reject lower

case record type (e.g. e01)

Company Code 2 AN M6 Mandatory requirement. The

company code should be set up on the

company files. You should also be



been set up on the system.

2

UCR 3 AN M34 Mandatory requirement

ERN 4 AN M20 Optional Requirement

Country Destination 5 AN F2 Mandatory requirement (fixed

length)

17a

Port Destination 6 AN F3 Optional Requirement (fixed

length)

Terms of Delivery 7 AN F3 Optional Requirement (fixed

length)

Mode of Transport 8 NS F1 Conditional (fixed length)

Not required if LCP being used.

25

Inland MOT 9 NS F1 Conditional (fixed length) Only

required if LCP being used.

26

Craft Nationality 10 AN F2 Mandatory 21

Goods Location 11 AN F3 Conditional Requirement but must

be supplied if Full Declarations field

27 (Goods at location) is ‘Y’

30

Place of Loading 12 AN F3 Conditional (Fixed length)

27

Ship Name/Flight

Num

13 AN M20 Conditional 21

Date of arrival 14 DA M8 or 10 Optional

Shipped Date 15 DA M8 or 10 Date of Departure from EC.

Optional for Full Declarations

21

Currency Total 16 NU Mandatory Requirement 46

October 2017 133

Field Description

Entry Header

Field

No.

Field

Type

Field

Lgth. *

Notes SAD

Currency Code 17 AA F3 Mandatory Requirement

Will default to base currency if not

supplied.

44

Number Packages 18 NU Mandatory Requirement 6

Net Weight 19 NU Optional. (Mandatory on E03) 38

In container 20 YN F1 Optional. Usually only applies to

goods shipped by Sea. 19

Direct/Indirect

Export

21 NS NS Optional

Defaults to “D” if left blank 14

User Field 1 22 AN M24 Optional - Free Text


UCR part number 24 NS F3 Optional requirement (fixed length)

Full Declaration

Indicator

25 YN F1 Defaults to 'N' Must be set to ‘Y’ for

Full declaration

Consignee 26 AN M17 Optional requirement - If multiple

customers on invoices

Goods At Location 27 YN F1 For Full Declaration only - defaults to

'N' but will overwrite NES config

settings if it differs to the default.

21


Example of Entry Header: - (All on one line)

E01+COMP01+2GB123456789000-

UCRABC123+555A01594H+US+LAX+CIF+4+3+GB+LHR+LHR+BA747+01/11/2002+02/11/2002+2000.00+GB+21+2000+Y

++User 1+User 2+001+N+OVERSEASAGENT+++

October 2017 134

55..11BB EENNTTRRYY HHEEAADDEERR ((EE0011)) FFOORR SSUUPPPPLLEEMMEENNTTAARRYY DDEECCLLAARRAATTIIOONNSS


Field Description

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD



UCR 3 AN M34 Mandatory


Country Destination 5 AA F2 Mandatory 17a

Port Destination 6 AA F3 Optional

Terms of Delivery 7 AA F3 Optional

Mode of Transport 8 NS F1 Conditional 25

Inland MOT 9 NS F1 Conditional 26

Craft Nationality 10 AA F2 Optional 21

Goods Location 11 AA F3 Mandatory for Full Declarations. If

Field 27 (Goods at location) is ‘Y’ 30

Place of Loading 12 AA F3 Conditional. 27

Ship Name/Flight

Num 13 AN M20 Mandatory 21

Acceptance Date 14 DA M8 or 10 Optional

Shipped Date 15 DA M8 or 10 Mandatory 21

Currency Total 16 NU Mandatory 46

Currency Code 17 AA F3 Mandatory 44

Number Packages 18 NU Mandatory 6


In container 20 YN F1 Optional 19

Direct/Indirect

Representation 21 AA F1 Optional 44




Full Declaration

Indicator 25 YN F1

Mandatory, Defaults to 'N', Must be

set to ‘N’ for Supplementary

declarations

Consignee 26 AN M17 Optional

Goods At Location 27 YN F1 Optional 21

Master UCR 28 AN M35 Not Used – denoted by a delimiter

October 2017 135


Field Description

Entry Header

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD


Always E01 – the system will reject

lower case record type (e.g. e01)


The company code should be set up

on the company files. You should also

be logged onto the appropriate

company (where more than one

company has been set up on the

system.

2

UCR 3 AN M34 Mandatory requirement.


Country Destination 5 AA F2 Mandatory requirement (fixed

length)

17a

Port Destination 6 AA F3 Optional requirement (fixed length)

Not used, but will be validated if

entered.

Terms of Delivery 7 AA F3 Optional requirement (fixed length)

Mode of Transport 8 NS F1 Conditional requirement (fixed

length) Not required if LCP being

used.

25

Inland MOT 9 NS F1 Conditional requirement (fixed

length)

Only required if LCP being used.

26

Craft Nationality 10 AA F2 Optional

21

Goods Location 11 AA F3 Conditional requirement 30

Place of Loading 12 AA F3 Conditional requirement (fixed

length) - Will default to port

of Export for compatibility with older

Supplementary Declarations.

27

Ship Name/Flight

Num

13 AN M20 Conditional but Mandatory for

Supplementary Declarations. 21

Acceptance Date 14 DA M8 or 10 Optional

Shipped Date 15 DA M8 or 10 Mandatory on Supplementary

Declaration, Date of Departure from

EC.

21

October 2017 136

Field Description

Entry Header

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD

Currency Total 16 NU Mandatory requirement 46

Currency Code 17 AA F3 Mandatory (fixed length) but will

default to base currency if not

supplied.

44

Number Packages 18 NU Mandatory requirement 6

Net Weight 19 NU Optional (Mandatory on E03) 38

In container 20 YN F1 Optional. Usually only applies to

goods shipped by Sea.

19

Direct/Indirect

Export 21 AA F1 Optional? 44



UCR part number 24 NS F3 Optional (fixed length)

Full Declaration

Indicator 25 YN F1 Mandatory, Defaults to 'N', Must be

set to ‘N’ for Supplementary

declarations

Consignee 26 AN M17 Optional - If multiple customers on

invoices

Goods At Location 27 YN F1 Optional (fixed length)

Defaults to D if left blank

21


Example of Entry Header: - (All on one line)

E01+COMP01+2GB123456789000-

UCRABC123+555A01594H+US+LAX+CIF+4+3+GBP+LHR+LHR+BA747+01/11/2002+02/11/2002+2000.00+GB+21+2000+

Y++User 1+User 2+001+N+OVERSEASAGENT+++

October 2017 137

55..22 IINNVVOOIICCEE HHEEAADDEERR ((EE0022))

Field Types as follows:


Field Description

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD



UCR 3 AN M34 Optional

Customer Code 4 AN M17 Mandatory 8


Invoice Amount 6 NU Mandatory 46




UCR Part Number 10 NS F3 Optional






Field Description

Invoice Header

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD










system.

2

UCR 3 AN M34 Optional.

If DUCR is supplied the invoice will

automatically assigned to the DUCR

header. If not a manual association

will be needed.

Customer Code 4 AN M17 Mandatory requirement 8

Invoice Number 5 AN M17 Mandatory requirement

Invoice Amount 6 NU Mandatory requirement 46

October 2017 138

Field Description

Invoice Header

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD

Net Weight 7 NU Optional requirement 38



UCR Part Number 10 NS F3 Optional (fixed length)

Grosvenor 2 11 AN F1 Future use (must be delimiter only)




Example of Invoice Header: - (All on one line)

E02+COMP01+2GB123456789000-UCRABC123+USCUSTOMER+INVOICE01+2000.00+2000+User 1+User 2+001+++++

October 2017 139

55..33 IINNVVOOIICCEE LLIINNEESS ((EE0033))

NOTE:

#1 Will be padded with prefixed zeroes up to 5 characters i.e. send "1" will store "00001.

#2 One or other or both can be supplied; will calculate extended or unit value from quantity

Exported. Will fail if neither is supplied. Will also fail if both supplied but don't calculate

correctly.

#3 If goods require export licence then licence number (Licence Short Code) and licence ID

need to be supplied.

#4 Will use if supplied, otherwise will use export header/invoice header apportionment. In

none of the above supplied will default from Product Ref File.

#5 All 5 fields must be supplied if reclaim is required.

#6 Stored but not used if E01 Record is not a Full Declaration.


Field Description

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD




Customer Code 4 AN M17 Mandatory 8


Invoice Line

Number 6 NS M5 Mandatory - See note #1

Product Reference 7 AN M24 Mandatory 33

Qty Exported 8 NU Mandatory

Unit Value 9 NU Conditional - See note #2

Extended Value 10 NU Conditional - See note #2

Customs Procedure 11 AN F7 Mandatory

*** SADH CHANGE *** 37

Licence Number 12 AN M8 Conditional - See note #3 44

Licence ID 13 AN F4 Conditional - See note #3 44

Nett Weight 14 NU See note #4 38

IB Claim Ref 15 AN M20 Conditional - See note #5 44

IB Claim Type 16 AN M20 Conditional - See note #5 44

IB Claim Cty

Origin 17 AA F2

Conditional - See note #5 44

IB Claim Ingredient 18 AN M20 Conditional - See note #5 44

IB Claim Supp Dec 19 AN M20 Conditional - See note #5 44




Goods Description 23 AN M70 Optional 44

Number of

Packages 24 NU

Mandatory

(SAD H Requirement)

IPR Auth 25 AN M5 Optional

October 2017 140

Field Description

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD

Grosvenor 4 26 AN F1 Not Used – demoted by a delimiter

Grosvenor 5 27 AN F1 Not Used – demoted by a delimiter


Field Description

Invoice Lines

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD










system.

2


If DUCR is supplied the invoice will

automatically assigned to the DUCR

header. If not a manual association

will be needed.

Customer Code 4 AN M17 Mandatory requirement 8

Invoice Number 5 AN M17 Mandatory requirement

Invoice Line

Number 6 NS M5 Mandatory requirement See note

#1 (Will be padded with prefixed

zeroes up to 5 characters i.e. send "1"

will store "00001)

Product Reference 7 AN M24 Mandatory requirement 33

Qty Exported 8 NU Mandatory requirement

Unit Value 9 NU Conditional requirement - See note

#2 One or other or both can be

supplied; will calculate extended or

unit value from quantity

Exported. Will fail if neither is

supplied. Will also fail if both

supplied but don't calculate correctly.

Extended Value 10 NU Conditional requirement - See note

#2 One or other or both can be

supplied; will calculate extended or

unit value from quantity

Exported. Will fail if neither is

supplied. Will also fail if both

supplied but don't calculate correctly.

Customs Procedure 11 AN F7 Mandatory requirement (fixed

length)

37

October 2017 141

Field Description

Invoice Lines

Fld.

No.

Field

Type

Field

Lgth. *

Notes SAD

Licence Number 12 AN M8 Conditional requirement - See note

#3 If goods require export licence then

licence number (Licence Short Code)

and licence ID need to be supplied.

44

Licence ID 13 AN F4 Conditional requirement (fixed

length) - See note #3 If goods require

export licence then licence number

(Licence Short Code) and licence ID

need to be supplied.

44

Nett Weight 14 NU See note #4 Will use if supplied,

otherwise will use export

header/invoice header apportionment.

In none of the above supplied will

default from Product Ref File.

38

IB Claim Ref 15 AN M20 Conditional requirement See note

#5. Required only when making a

claim for CAP refund

44

IB Claim Type 16 AN M20 Conditional requirement See note



44

IB Claim Cty

Origin 17 AA F2 Conditional requirement See note



44

IB Claim Ingredient 18 AN M20 Conditional requirement See note



44

IB Claim Supp Dec 19 AN M20 Conditional requirement See note



44



UCR part number 22 NS F3 Optional (fixed length)

Goods Description 23 AN M70 Optional - Free Text 44

Number of

Packages

24 NU Mandatory

(SAD H Requirement)

IPR Auth 25 AN M5 Optional, IPR Auth short code.

Gros 4 26 AN F1 Future use (must be delimiter only)

Gros 5 27 AN F1 Future use (must be delimiter only)

Example of Invoice Lines: - (All on one line)

E03+E02+COMP01+2GB123456789000-

UCRABC123+USCUSTOMER+INVOICE01+00001+PROD1+20+100.00+2000.00+315100+LIC0001+D999+2000++++++Use

r 1+User 2+001+Some exported goods++++

October 2017 142

66..00 TTRRAANNSSAACCTTIIOONNAALL DDAATTAA FFUUNNNNEELLSS:: NNAATTIIOONNAALL CCOOMMPPUUTTEERRIISSEEDD

TTRRAANNSSIITT SSYYSSTTEEMM ((NNCCTTSS))

66..11 DDEEPPAARRTTUURREE LLIINNEE PPRREEVV AADDMMIINN ((NN1144)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE

DEFINITIONS

Field types AN Denotes alphanumeric.




NS Denotes numeric string (0-9 – no decimal points allowed)

YN Denotes Yes or No (i.e. Y = Yes, N = No)

Field Lengths F If preceded by an F, it means that the field has a ‘Fixed Length’ i.e. F2

means that only fields with a length of 2 may be accepted

M If preceded by an M, it means that that the length shown is the ‘Maximum

Length’ i.e. M3 means that the system will accept up to a maximum of 3

characters


No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3 Mandatory – always N14

Company Code 2 AN M6 Mandatory - When used with standalone NCTS use

EZNCTS

LRN (Local Reference Number) 3 NS M10 Mandatory – system will prefix with 12 digit TURN

Line (Item) Number 4 NS M5 Mandatory - will be padded to 5 digits if less than 5

supplied

Sequence number 5 NS M2 Mandatory - sequential number within this LRN*

Document Type 6 AN M6 Mandatory - from previous document type table

Document Reference 7 AN M20 Mandatory

Document Reference Language 8 AA F2 Optional

Complement of information 9 AN M26 Optional

Complement of information

language 10 AA F2 Optional

October 2017 143


No.

Field

Type

Field

Lgth.

Notes

Grosvenor 1 11 F0 Do not use – reserved for future developments









* Note - this number will ensure that the Previous Admin references can be placed in the desired order in the message.

Example (NCTS test pack declaration 8):-

N14+EZNCTS+0308130001+00001+T1+T1 document number++More information++++++++++++

October 2017 144

66..22 DDEEPPAARRTTUURREE LLIINNEE SSPPEECCIIAALL MMEENNTTIIOONNSS ((NN1155)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE

DEFINITIONS











characters


No.

Field

Type

Field

Lgth.

Notes



EZNCTS



supplied


Additional Information ID 6 AN M3 Conditional - DG0, DG1 or DG2

Additional Information 7 AN M70 Conditional - E.G. NES UCR

Additional Information language 8 AA F2 Optional

Export from EC 9 YN F1 Conditional

Export from country 10 AA F2 Conditional




October 2017 145


No.

Field

Type

Field

Lgth.

Notes







* Note - this number will ensure that the Special Mentions can be placed in the desired order in the message.


N15+EZNCTS+0308130001+00001+DG2+UCR= 03GB123456000-1234+++++++++++++

October 2017 146

66..33 DDEEPPAARRTTUURREE HHEEAADDEERR ((NN0011)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE ((VVEERRSSIIOONN 00..44))

DEFINITIONS







Field

Lengths F If preceded by an F, it means that the field has a ‘Fixed Length’ i.e. F2




characters


No.

Field

Type

Field

Length

Notes



EZNCTS


Document Type 4 AN M9 Mandatory – from NCTS code list 31

Simplified Flag 5 YN F1 Optional - defaults to value from NCTS configuration

Pre-lodged 6 YN F1 Optional - defaults to value from NCTS configuration

Country of Destination 7 AA F2 Mandatory - from NCTS code list 8

Agreed/Authorised Goods

Location Code 8 AN M17

Conditional - Agreed Location for Normal Procedure

pre-lodged or Authorised Location if Simplified

Procedure

Agreed Location of Goods 9 AN M35 Conditional - used only when Normal Procedure is not

pre-lodged

Agreed Location of Goods

Language 10 AA F2

Optional - only to be used if field 9 (Agreed Location of

Goods) is used

Customs Sub-place 11 AN M17 Optional - defaults to value from NCTS configuration

Sub Place

October 2017 147


No.

Field

Type

Field

Length

Notes

Place of Loading 12 AN M17 Optional - defaults to value from NCTS configuration

Place of Loading

Country of Despatch 13 AA M2 Optional - defaults to value from NCTS configuration

Ctry of Despatch

Inland Mode of Transport 14 NS F2 Optional - defaults to value from NCTS configuration

Inland MOT

Mode of Transport at Border 15 MS F2 Optional - defaults to value from NCTS configuration

MOT

Departure Transport ID 16 AN M27 Mandatory - unless mode of transport is 50 or 70

Departure Transport ID Language 17 AA F2 Optional - only to be used if field 15 (Departure

Transport ID) is used

Departure Transport Nationality 18 AA F2 Mandatory- if field 15 (Departure Transport ID) is used

Border Transport ID 19 AN M27 Optional

Border Transport ID Language 20 AA F2 Optional - only to be used if field 18 (Border Transport

ID) is used

Border Transport Nationality 21 AA F2 Optional - only to be used if field 18 (Border Transport

ID) is used

In Container 22 YN F1 Mandatory

Dialog Language 23 AA F2 Optional - defaults to value from NCTS configuration

TAD Language 24 AA F2 Optional - defaults to value from NCTS configuration

Number of Items 25 NS M5

Mandatory - must be equal to the number of N02 line

records

Number of Packs 26 NS M7 Mandatory - see TIS conditions R105

Gross Mass 27 NU Mandatory

Declaration Date 28 DA Optional - will default to date funnel is processed if not

supplied

Declaration Place 29 AN Optional - defaults to value from NCTS configuration

Declaration Place Language 30 AA F2 Optional - defaults to value from NCTS configuration

Principal 31 AN M22 Optional - defaults to value from NCTS configuration

Consignor 32 AN M22 Optional - defaults to value from NCTS

Consignee 33 AN M22 Conditional¹

October 2017 148


No.

Field

Type

Field

Length

Notes

Departure Office 34 AN F8 Optional - defaults to value from NCTS configuration

Destination Office 35 AN F8 Mandatory

Transit Office 36 AN F8* Conditional

Date Limit 37 DA Conditional - Only allowed if field 5 “Simplified Flag” is

“Y”

Representative 38 AN M35 Optional

Representative Capacity 39 AN M35 Optional - only allowed if field 38 “Representative” is

used

Representative Capacity

Language 40 AA F2

Optional - only allowed if field 38 “Representative

Capacity” is used

Seal Identity 41 AN M20* Optional

Seal Language 42 AA F2 Do not use in this version of NCTS

Guarantee 43 AN M16* Mandatory - guarantee short code

Guarantee Value 44 NU Optional - may become mandatory in future versions of

NCTS

Guarantee Value Currency 45 AA F2 Optional – but mandatory if field 41 “Guarantee Value”

is used

Consignee - Name 46 AN M35 Conditional²

Consignee - Street 47 AN M35 Conditional²

Consignee - Country 48 AN M2 Conditional²

Consignee - Post Code 49 AN M9 Conditional²

Consignee - City 50 AN M35 Conditional²

Consignee - TURN 50 AN M17 Optional








October 2017 149


No.

Field

Type

Field

Length

Notes



* Where more than one Guarantee, Seal or Transit Office is needed they will need to enter into the system manually after the

funnels have been processed by the system.

¹ If field 33 is empty, field 17 must be present in all N10 records associated with this record's LRN

² If field 33 is specified but is not already on record on names and addresses file, fields 46-50 are mandatory

³ If field 32 is empty, field 16 must be present in all N10 records associated with this record's LRN


N01+EZNCTS+0308130001+T1+Y++IT+DOVER

ERTS+++++GB+++++++++Y+++1+10+1000++Dover++PRINCIPLE+CONSIGNOR+CONSIGNEE+GB000060+IT021300++2

1/08/2003++++NCTS001++GUAR001+1000.00+GB+++++++++++++++

October 2017 150

66..44 DDEEPPAARRTTUURREE HHEEAADDEERR -- GGUUAARRAANNTTEEEE ((NN0033)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE

DEFINITIONS



AA, Denotes alpha plus comma









characters


No.

Field

Type

Field

Lgth.

Notes

Record Type 1 AN F3 Mandatory - always N03

Company Code 2 AN M6 Mandatory - when used with standalone NCTS use

EZNCTS

LRN (Local Reference

Number) 3 NS M10 Mandatory - system will prefix with 12 digit TURN


Guarantee Short Code 5 AN M16 Mandatory

Guarantee Value 6 NU Optional - may become mandatory in future

versions of NCTS

Guarantee Value Currency 7 AA F2 Optional - but mandatory if field 6 “Guarantee

Value” is used





October 2017 151


No.

Field

Type

Field

Lgth.

Notes






* Note - this number will ensure that the Guarantee references can be placed in the desired order in the message.

Cannot be 1 as guarantee in N01 header is this is considered to be number 1.


N03+EZNCTS+0308130001+2+NCTSTST01+2300.12+GB++++++++++

October 2017 152

66..55 DDEEPPAARRTTUURREE HHEEAADDEERR -- SSEEAALL ((NN0022)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE

DEFINITIONS











characters


No.

Field

Type

Field

Lgth.

Notes


Company Code 2 AN M6 Mandatory - when used with standalone NCTS use

EZNCTS


Number) 3 NS M10 Mandatory - system will prefix with 12 digit TURN


Seal Identity 5 AN M20 Mandatory

Seal Identity Language 6 AA F2 Conditional - Either this field or field 7 but not both







October 2017 153


No.

Field

Type

Field

Lgth.

Notes




* Note - this number will ensure that the Seals references can be placed in the desired order in the message.

Cannot be 1 if Seal specified in N01 header as this is considered to be number 1.


N02+EZNCTS+0308130001+2+NCTS001+++++++++++

October 2017 154

66..66 DDEEPPAARRTTUURREE LLIINNEE ((NN1100)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE ((VVEERRSSIIOONN 00..33))

DEFINITIONS











characters


No.

Field

Type

Field

Length

Notes


Company Code 2 AN M6 Mandatory - When used with standalone NCTS

use EZNCTS


Number) 3 NS M10

Mandatory – system will prefix with 12 digit

TURN

Document Type 4 AN M9 Conditional³

Line (Item) Number 5 NS M5 Mandatory - will be padded to 5 digits if less than

5 supplied

Product Mode 6 YN F1 Always N - not currently supported

Country of Despatch 7 AA F0 Leave blank - not currently supported

Country of Destination 8 AA F0 Leave blank - not currently supported

Commodity Code/Product

Code 9 NS M10/M17

Conditional - currently always commodity code if

used

Goods description 10 AN M260 Mandatory

Goods description language 11 AA F2 Optional

October 2017 155


No.

Field

Type

Field

Length

Notes

Gross Mass 12 NU Mandatory

Net Mass 13 NU Mandatory

SGI Code 14 AN M2 Conditional

SGI Quantity 15 NU Conditional

Consignor 16 AN M22 Conditional*

Consignee 17 AN M22 Conditional¹

Consignee - Name 18 AN M35 Conditional²

Consignee - Street 19 AN M35 Conditional²

Consignee - Country 20 AN M2 Conditional²

Consignee - Post Code 21 AN M9 Conditional²

Consignee - City 22 AN M35 Conditional²

Consignee - TURN 23 AN M35 Optional










* If field 16 is empty, field 32 must be present in N01 record associated with this record's LRN

¹ If field 17 is empty, field 33 must be present in N01 record associated with this record's LRN

² If field 17 is specified but is not already on record on names and addresses file, fields 46-50 are mandatory

³ If field 4 is present, field 4 in N01 record associated with this record's LRN must be "T-"


N10+EZNCTS+0308130001++00001+N++++Test goods description++100+95+++++++++++++++++++

October 2017 156

66..77 DDEEPPAARRTTUURREE LLIINNEE CCOONNTTAAIINNEERR ((NN1111)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE

DEFINITIONS











characters


No.

Field

Type

Field

Lgth.

Notes



EZNCTS


Number) 3 NS M10 Mandatory – system will prefix with 12 digit TURN


supplied









October 2017 157


No.

Field

Type

Field

Lgth. Notes




* Note - this number will ensure that the Container references can be placed in the desired order in the message.


N11+EZNCTS+0308130001+00001+2+MOLU123456++++++++++

October 2017 158

66..88 DDEEPPAARRTTUURREE LLIINNEE DDOOCCUUMMEENNTT ((NN1133)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE

DEFINITIONS











characters


No.

Field

Type

Field

Lgth.

Notes



EZNCTS



supplied


Document Type 6 AN M6 Mandatory - from document type table

Document Reference 7 AN M20 Mandatory

Document Reference Language 8 AA F2 Optional

Complement of information 9 AN M26 Optional

Complement of information

language 10 AA F2 Optional



October 2017 159


No.

Field

Type

Field

Lgth.

Notes








* Note - this number will ensure that the Documents references can be placed in the desired order in the message.

Example:-

N13+EZNCTS+0308130001+00001+740+Airwaybill number++More information++++++++++++

October 2017 160

66..99 DDEEPPAARRTTUURREE LLIINNEE PPAACCKK ((NN1122)) –– NNCCTTSS IIEE001155 MMEESSSSAAGGEE

DEFINITIONS











characters


No.

Field

Type

Field

Lgth.

Notes



EZNCTS


Number) 3 NS M10 Mandatory – system will prefix with 12 digit TURN


supplied


Marks and Numbers 6 AN M42 Conditional

Marks and Numbers Language 7 AA F2 Optional

Package Type 8 AN M3 Mandatory - from package type code table

Number of packs 9 NS M5 Conditional - depends on field 8 "Package Type"

Number of pieces 10 NS M5 Conditional - depends on field 8 "Package Type"



October 2017 161


No.

Field

Type

Field

Lgth.

Notes








* Note - this number will ensure that the Packs information can be placed in the desired order in the message.


N12+EZNCTS+0308130001+00001+MARKS01+BX+20+++++++++++

Ricardo Interface...

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