Simba 2005

Document 2

Version 0.1

JUNE 2005

DECLARATION MANUAL

OF INSTRUCTIONS

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CONTENTS

INTRODUCTION---------------------------------------------------------------------------------3

I. TRADE X ENVIRONMENT---------------------------------------------------------------------5

I.1 THE CLIENT/SERVER ENVIRONMENT -----------------------------------------------------------5

I.2 THE WINDOWS ENVIRONMENT-----------------------------------------------------------------6

I.3 FUNCTIONS OF INTERNET EXPLORER --------------------------------------------------------- 10

I.4 EQUIPMENT NECESSARY TO CONNECT TO TRADE X-------------------------------------------- 11

II/ TRADE X CONNECTION STAGES --------------------------------------------------------- 12

III/ ENTRY DATA CAPTURE/AMENDMENT --------------------------------------------------- 15

III.1 ENTRY DATA CAPTURE-------------------------------------------------------------------- 15

III.2 AMENDMENT OF UNREGISTERED ENTRY----------------------------------------------------- 21

IV/ ENQUIRY OF UNREGISTERED ENTRY---------------------------------------------------- 24

V/ ENTRY REGISTRATION -------------------------------------------------------------------- 26

VI/ PRINTING OF ENTRIES ------------------------------------------------------------------- 28

VII/ PRINTING OF MULTIPLE COPIES-------------------------------------------------------- 29

VIII/ ENQUIRY OF REGISTERED ENTRIES--------------------------------------------------- 30

IX/ AMENDMENT AND CANCELLATION OF REGISTERED ENTRIES ------------------------ 31

IX. 1 AMENDMENT OF REGISTERED ENTRY ------------------------------------------------------- 31

IX.2 CANCELLATION OF REGISTERED ENTRY ----------------------------------------------------- 32

X/ MANAGEMENT OF PRECEDENT ENTRIES------------------------------------------------- 34

X.1 ENQUIRY OF PRECEDENT ENTRIES ---------------------------------------------------------- 35

X.2 ENQUIRY OF HISTORIC PRECEDENT ENTRIES ------------------------------------------------ 37

X.3 CREATION AND AMENDMENT OF HISTORIC PRECEDENT ENTRIES ------------------------------- 38 X.3.1 Creation of historic pdt entries---------------------------------------------------- 38 X.3.2 Amendment of a historic precedent entry---------------------------------------- 40

X.4 TRANSFER OF HISTORIC PRECEDENT ENTRIES TO TRADE X REGISTER-------------------------- 41

X.5 ENTRY TRANSFER: REQUEST FOR ENTRY TRANSFER ------------------------------------------ 43

X.6 ENTRY TRANSFER: ENTRY RECEPTION ------------------------------------------------------- 45

X.7 ASSIGNMENT OF PRECEDENT ENTRIES ------------------------------------------------------- 46

XI/ OTHER FUNCTIONS AND ENQUIRIES --------------------------------------------------- 47

XII/ LIST/UPLOAD OF ADDITIONAL SUPPORTING DOCUMENTS--------------------------- 50

XIII/ CONNECTION TO ORBUS--------------------------------------------------------------- 51

XIV/ PASSWORD CHANGE-------------------------------------------------------------------- 51

XV/ MESSAGING ------------------------------------------------------------------------------ 52

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INTRODUCTION

This document pertaining to the declaration module is designed to explain the automated

procedures as to the establishment of Single Entry Declarations in the Trade X System.

It represents both a knowledge backup and an instruction manual

It is also aimed at helping the Clearing Agents (customs brokers) or any other individual

interested in freight forwarding operations to master the electronic processing of customs

declarations, from the data capture to the payment of taxes and dues.

It centres on two main sections:

I/ Presentation of Trade X,

II/ Functions of the Clearing Agent menu.

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Section 1

PRESENTATION OF TRADE X

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The Trade X System designed in 2000 entirely builds on state-of-the-art technological

tools, which enhances its performance and security.

In addition to the traditional modules catered for in similar customs automated systems,

Trade X comprises significant particularities through certain innovations:

The provision of a system of consultation (LEUK), in real time, of legislative and

regulatory information (customs code, customs tariffs, treaties, community rules

etc ) with the possibility of effecting off-hand simulations on the amount of

payable taxes and dues during the clearance of a given product and taking

cognisance of the applicable regulation, both at the local and community levels;

The electronic collect of pre-customs clearance documents (ORBUS 2000);

The establishment, through a DATAWHAREHOUSE and a Web Site, of a

database enabling to collect detailed statistic information on particular economic

sectors

I. Trade X Environment The Trade X System is marked by two basic aspects.

Trade X is an open system built on a Client/Server environment and on Windows.

I.1 THE CLIENT/SERVER ENVIRONMENT

The Trade X System is entirely built on a Client/Server environment (Internet itself is

designed on this model). This means that some client machines connect to a server, a

device generally very powerful in terms of input/output capacity that provides them with

programmes giving a range of services.

The Client/Server system functions according to the following scheme:

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Queries

queries

Replies

Queries

The client machine sends a query to the server, which receives and processes it. The client later receives the final results delivered by the server.

The main browser used to connect to Trade X is:

Internet explorer (Version 5.0 or above).

Below, you will first discover the main functions of the Internet Explorer browser before

moving on to the next connection stages.

I.2 THE WINDOWS ENVIRONMENT

Windows is a graphic environment in which the user shall have to be familiar with the

mouse. The keyboard will be less used as compared to other systems.

Client

Server

Client

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THE WINDOWS INTERFACE (DESKTOP)

The desktop represents the PC screen and displays the following:

The Recycle Bin stocks the useless files;

The My Computer icon;

The Task Bar (at the bottom of the screen);

The Internet Explorer icon ;

Task bar

Desktop

(My Computer)

(Network Neighborhood)

(Recycle Bin)

Internet Explorer

Shortcut to a programme

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The Network Neighbourhood icon.

INTERNET EXPLORER ICON You can use Microsoft Internet Explorer to browse the Web pages and connect to the Trade X System.

TASK BAR

The task bar is composed of the start menu

By clicking on the screen will display a menu comprising the commands

you need to use Windows.

COMMANDS EFFECTS

Programs Displays the list of programs installed in the machine

Documents Displays the list of documents opened lately

Settings It represents the computer’s « control centre ». All the

parameters, be they visual, material or software, are

defined in this section

Search Enables to search a file in the hard drive, but also

connect to another computer in case of networking

Help Enables to use the summary, the index or the other tabs

of the aid window to obtain particulars on the execution

of the tasks under the Windows system.

Run Enables to start a program or open a file by entering a

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MS-DOS command

Log off Stops or restarts the machine, or wraps up a working

session

The Work-station By double clicking on the My Computer icon

the screen displays the system’s resources, meaning the hard drive, the floppy disc drive and the CD ROM. Click on one of the resources to see all the details.

Floppy disc drive

CD drive

Hard drive

Control panel

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NETWORK NEIGHBORHOOD

If the machine is connected in a network, the Network Neighbourhood icon

is displayed on the desktop screen. Click on the icon to browse the computers

interconnected in the network.

I.3 FUNCTIONS OF INTERNET EXPLORER

Internet Explorer is a browsing software allowing the user to search and consult the

information contained in the Web pages.

Presentation of the Internet Explorer window

Title bar: shows the title of the displayed Web page

Menu bar: shows the menus of Internet Explorer Tool bar:

groups the button allowing access to the most used functions

Address area: indicates the address of the Web page on display

Content area: shows the Web page on display Status bar: indicates particulars on the

collected data or the area indicated by the mouse

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Internet Explorer functions

Comments

Enables to launch the Internet Explorer program

Back: enables to go back to the previously displayed screen.

Next : enables to switch to the next screen

Refresh: enables to update the information of the page on

display

Home: displays the home page designated in the preference

category.

Search: displays a page containing a list of sites and search

engines on the Internet.

Stop: stops any ongoing transfer of information.

Print: prints the page on display.

The address area: enter the address of the Trade X System in

this box.

I.4 EQUIPMENT NECESSARY TO CONNECT TO TRADE X To connect to the Trade X System, one needs:

A PC (Pentium III 700 Mhz, 64 Mo RAM minimum, 2 Go DD etc...),

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A browsing software (Internet Explorer 5 or above) to have access to the Web,

Windows NT, 2000 or XP or Linux systems,

A laser or ink jet printer,

A 700 VA uninterrupted power supply (UPS),

A modem for Internet connections,

A router for the intranet, Internet connections.

II/ Trade X Connection stages The user willing to connect to the Trade X system must establish a link between his

work-station and the server of the Customs administration’s central site.

To this end, he must go through the following procedures:

1. Put on the computer, then double click on the Internet Explorer shortcut on the

desktop screen

2. Enter in the address area, the Trade X system’s access address: http://forodha.kra.go.ke

3. Press the ENTER key on the keyboard and the following windows appears

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CLEARING AGENT PROCESSING INTERFACE

Window title

Functions

Information on the connected user

Input field

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Section2

FUNCTIONS OF CLEARING AGENT

MENU

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III/ Entry Data Capture/Amendment

III.1 ENTRY DATA CAPTURE 1. Enter the directory number in the corresponding area;

2. Click on ENTRY DATA INPUT/AMENDMENT. The following window appears

Directory number input area

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3. Enter:

- The Regime

- The Border Station

- The Declarant references

- The Mode of Declaration (Normal or Prior Release)

- The Registration Station

- The Country Whence Consigned ( the country codes are classified on

alphabetical order)

- Information on the consignee (PIN, Statistics N°, etc…)

- The type of striking (provisional deposit, manifest, precedent entry,

others),

- Value details (FOB, freight etc…)

- Control Number

- The Export/transit information (depending on the case).

4. Click on CONTROL to verify the entered information;

: When controlling the entered information, the system automatically displays

additional information related to the PIN of the selected consignee (Statistics N°,

type of street, district, PO Box, street name, CC number, City etc. ) ;

: Irregular information are signalled to the user in the form of an error

message. Refer to the message to correct the error.

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5. Click on VALIDATE

If no error is detected by the system, the following message appears

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7. Click on OK to display the window for the input of the declaration items.

8. Enter:

- The tax regime ( by clicking on the list ) (Customs regime + Tax regime equal = CPC) - The number of the struck off manifest consignment (or click on DETAILS to

consult the manifest). In case of a choice of the OTHERS as striking type, this area is not available.

Window title

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- The packaging mode (or click on to display the list of packaging modes)

- The HS Code (or click on to accede to the list of Harmonized Codes)

- The package mark and number - The number of the pre-clearance documents collect file by clicking on the

list of ORBUS files - The origin

- The gross and net weight

- The number of packages, the statutory or supplementary quantity

(depending on the tax base)

- The values ( FOB, FREIGHT, INVOICE, Insurance, other charges),

- Other information (deed of tax exemption, warehousing code, DPI number etc…).

9. Click on CONTROL to verify the entered information;

10. Click on VALIDATE to register the entered information. If no error is detected, the

system automatically displays another window for the input of another entry items.

: Irregular information are signalled to the user in the form of a error message

during the control. Refer to the message to correct the error.

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.

11. Click on LIST OF ITEMS to accede to the list of entered items for verification before the

definitive registration of the declaration. The window below appears

COMMANDS COMMENTS

Enables to modify the selected item.

Enables to delete an item

Enables to add an item to the list

Calculates the tax estimate of the selected item and

displays the list of documents to be attached

Calculates the estimate of the selected item

Calculates the overall amount of the payable dues and

taxes for all the items of the declaration

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Displays the list of documents to be attached to the

selected item

: To activate the buttons of the window, select the desired item by clicking the

SELECT area.

III.2 AMENDMENT OF UNREGISTERED ENTRY 1. Click on ENTRY DATA CAPTURE/AMENDMENT. The window below appears

Select area

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: Some search criteria (Directory Number, file, Date of Creation, Customs

regime, Registration Station) are included in the interface to facilitate the

consultation of the entered declarations.

: For any search operation, enter a search criterion (ex: Date of Creation) then

click on SEARCH,

: To modify an entry, select the desired declaration by clicking on the SELECT

area.

The selection of an entry activates the following buttons:

COMMANDS COMMENTS

Allows access to the information of the General Segment

of the selected declaration

Allows access to the items of the selected declaration

Enables to delete a selected entry

Search criteria

Select area

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Enables to copy the selected entry

2. Effect the necessary modifications (ex : items…) then click on VALIDATE to register the

modifications:

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IV/ Enquiry of Unregistered Entry From the main menu of the Clearing Agent module, click on ENQUIRY OF UNREGISTERED ENTRY

The following window is displayed, featuring a list of entries yet to be entered.

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Selecting an entry activates the GENERAL SEGMENT and ITEMS button. It is then possible to

visualize either the General Segment of the entry of its items.

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V/ Entry Registration

First enter the Directory Number and then click on the ENTRY REGISTRATION link, as

illustrated by the following window.

The system then displays another screen featuring the customs and non customs dues,

as well as the payment mode (bond and/or cash). From this stage, the Clearing Agent

can specify whether he uses his bond or that of his client.

Most importantly, the system displays two key fields including the Bond and Cash

Coverage. It is also possible to view the item details before moving on the registration

of the entry through the corresponding buttons

Link enabling entry registration

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: The VIEW ITEMS button allows access to the items for possible modifications before

registration.

: The system displays the amount of the available bond

Click on REGISTER, and the following window appears,

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VI/ Printing of entries Enter the Entry number and click the PRINTING OF ENTRIES Printing of Entries link. The following window appears. All computers must be equipped with Acrobat reader, as the Entry form comes out in PDF format, as shown below

Directory Number

Number automatically allocated to the entry by the system

Amounts in cash or on bond

Possibility to print the entry at this stage

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VII/ Printing of Multiple Copies Following the same process as the one described in VI, enter the entry number before clicking on the corresponding link in the Clearing Agent main menu. The Following window is displayed, whereby the Clearing Agent can print the original copy of the entry, or the duplicate… up to the 9th copy.

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VIII/ Enquiry of Registered Entries 1. Click on ENQUIRY OF REGISTERED ENTRIES. The window below appears

: Search criteria (Entry number, file, registration date, regime) are included in

the interface to facilitate the consultation of registered declarations.

: For any search operation, enter a search criterion, and then click on SEARCH.

: No modification is possible in consultation mode.

: The system displays the date for the delivery of the release orders, as well as

the channel (Yellow, Green or Red) for each entry and the code of the officers

entries have been allocated to.

: Selecting a declaration activates the following buttons.

Search criteria

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COMMANDS COMMENTS

Enables to consult the general segment of the selected

declaration

Enables to consult the items of the selected declaration

Enables to print the selected declaration

IX/ Amendment and Cancellation of Registered Entries

IX. 1 AMENDMENT OF REGISTERED ENTRY

Once registered, any declaration cannot be amended or cancelled unless otherwise authorised by the competent customs officers. Thus, the user shall make a request, which the Customs officer reserves the right to accept or reject. A click on this link displays the following window

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From this stage, the user can view the entry and the items by clicking on the

corresponding buttons. Selecting an entry activates the AMENDMENT and CANCELLATION

buttons.

In case an entry is under inspection, no amendment will be possible, and a pop-up

window appears to notify the user (See window below).

Otherwise, the system displays a list of registered entries for amendment or cancellation.

The table provides for different Request Statuses (A for Cancellation Request, R for

Amendment Request, V for Ongoing Verification, and D for Declaration on Deposit). If the

Status is blank, it means no request has been lodged on this entry. A click on such an

entry shows the details pertaining to this declaration. Select the entry and click on

Amendment Request. Another window is then displayed, featuring all the previously

entered elements (Commodity code, number of packages, weights, value details, etc).

Effect the desired amendments and click on VALIDATE.

IX.2 CANCELLATION OF REGISTERED ENTRY Select the desired entry from the list and click on CANCELLATION. The Request Status shows

C (cancelled). Yet, the Customs office has to be notified of the request, and for that, click

on MESSAGE TRANSMISSION. The following window appears

To Be Continued

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Specify the reasons for the cancellation request. The screen enables the user to send a

message to the processing officer (Office Manager) in relation to his request.

Click on BACK to go back to the list of registered entries.

Once the message is sent, a black hook ( ) will appear in the list of registered entries,

showing that the request has been sent to Customs.

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X/ Management of Precedent Entries Click on MANAGEMENT OF PRECEDENT ENTRIES in the main menu

The following window appears:

It comprises the following sections:

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- Enquiry of Precedent Entries

- Enquiry of Historic Precedent Entries

- Creation and Amendment of Historic Precedent Entries

- Transfer of Historic of Historic Precedent Entries

- Entry Transfer: Request for Entry Transfer

- Entry Transfer: Entry Reception

- Precedent Entry Assignment

X.1 ENQUIRY OF PRECEDENT ENTRIES 1. A click on ENQUIRY OF PRECEDENT ENTRY displays the following window:

2. Enter one search criterion (Pdt Entry reference, regime, Commodity code,

warehousing location, period, economic regime: year and number) then click on

SEARCH.

3. The system displays the list of corresponding precedent entries

Window title

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4. Select the desired precedent entry by clicking on the Select area. The selection

activates the window’s ENQUIRY OF PRECEDENT ENTRY button.

5. Click on ENQUIRY OF PRECEDENT ENTRY. The Precedent Entry interface appears

: A single click on the SEE EXTENSION button displays the PDT ENTRY EXTENSION if

any

Select area

Displays the interface for the consultation of extensions

Displays the interface for the consultation of striking breakdown

Window title

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: A single click on the SEE STRIKING BREAKDOWN button displays the STRIKING

BREAKDOWN if any

: To display the full list of precedent entries, click on SEARCH without entering

any search criterion.

X.2 ENQUIRY OF HISTORIC PRECEDENT ENTRIES 1. From the MANAGEMENT OF PRECEDENT ENTRIES window, click on the corresponding link

The following window appears:

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2. Enter a search criterion (Pdt entry reference, regime, commodity code, warehousing

location, period, economic regime: year and number), then click on SEARCH.

Follow the same procedure as above to consult the historic precedent entry

X.3 CREATION AND AMENDMENT OF HISTORIC PRECEDENT ENTRIES

X.3.1 CREATION OF HISTORIC PDT ENTRIES

From the MANAGEMENT OF PRECEDENT ENTRIES window, first enter the Declaration Station and

then click on the corresponding link

The system then displays the following window:

Declaration Station input area

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1. To create a historic precedent entry, enter:

- Entry year

- Entry sequential number

- Customs regime code

- Entry item number

And then click on the corresponding button

The following window appears:

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3. Enter the information related to the historic precedent entry (consignee code, net

weight, CIF value, etc), then click on CONTROL to verify the entered information.

4. Click on the VALIDATE button displayed on the window after controlling the information

5. A confirmation message is displayed

X.3.2 AMENDMENT OF A HISTORIC PRECEDENT ENTRY

Following the same process described above up to the following window,

1. Indicate the information on the historic precedent entry to be modified:

- Entry year

- Entry sequential number

- Customs regime code

- Entry item number

Then click on the corresponding button. 2. The window of the existing precedent entry appears.

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3. Effect the desired modifications, and then click on VALIDATE. The confirmation message

appears next

4. Click on OK

X.4 TRANSFER OF HISTORIC PRECEDENT ENTRIES TO TRADE X REGISTER 1. Click on the MANAGEMENT OF PRECEDENT ENTRIES function of the main menu

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The following window appears:

2. Indicate the Entry Number, and then click on TRANSFER OF HISTORIC PRECEDENT ENTRY TO

TRADE X REGISTER. The following window appears

Entry number input area

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3. Select the item of the precedent entry to be transferred by clicking on the select area.

4. Click on TRANSFÈR OF HISTORIC PE TO TRADE X. A confirmation message appears

5. Click on OK.

Selecting an item activates the HISTORIC PRECEDENT ENTRY button.

The HISTORIC PRECEDENT ENTRY button displays the pdt entry consulting window

X.5 ENTRY TRANSFER: REQUEST FOR ENTRY TRANSFER 1. From the MANAGEMENT OF PRECEDENT ENTRIES screen, click on the corresponding link

The following window opens

Select area

Enables the transfer of items of the system-integrated register to the GAINDE register

Window title

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2. Enter the directory number of the entry to be transferred, the declarant’s PIN

Number, and then click on CONTROL.

3. The system displays the interface devoted to the consultation of the elements of the

declaration to be transferred.

Enables enquiry of the entry

French Version

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4. Click on TRANSFER, and a confirmation message appears.

6. Click on OK.

X.6 ENTRY TRANSFER: ENTRY RECEPTION 1. Click on the MANAGEMENT OF PRECEDENT ENTRIES function of the main menu to access to

the following window

2. A simple click on the corresponding link opens the window below:

2. Indicate:

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- The Declarant’s PIN Number

- The number of the transmitted entry

- The regime year

- The regime number,

And then click on CONTROL

X.7 ASSIGNMENT OF PRECEDENT ENTRIES This is the last functionality of the MANAGEMENT OPF PRECEDENT ENTRIES screen

Enter the full Entry Number (year, station, sequential number) and click on the link. The

following window opens:

1. Indicate the addressee’s PIN, then select the item to be assigned (by clicking on the

select area)

2. Selecting the item activates the VALIDATE ASSIGNMENT button.

Click on VALIDATE ASSIGNMENT. A confirmation message appears

Addressee PIN input area

Select area

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XI/ Other Functions and Enquiries 1. Click on the OTHER FUNCTIONS AND ENQUIRIES function of the main menu

The following window appears:

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The screen comprises the following sections:

- Enquiry of Tables,

- Enquiry of Manifests,

- Enquiry of PIN Numbers,

- Enquiry of Attached Documents,

- Viewing of Integrated Tariff,

- Viewing of Corporate Dispensatory Taxation,

- Enquiry of Economic Regimes,

- Steady-state Regimes and Conventions,

- Country Dispensatory Taxation,

- Enquiry of Taxes,

- Enquiry of Administrative Authorisations.

: The consulting procedure is the same for all the sections.

: For any consulting operation:

1. Click on the desired section (ex: Enquiry of Taxes)

The following window appears:

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2. Enter a search criterion (tax code or tax description), and then click on RSEARCH.

: To display the search result, click on the hyperlink (Tax code in blue)

Search criteria

Hyperlink

Description of Payment Modes to be included

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XII/ List/Upload of Additional Supporting Documents

From the main menu of the Clearing Agent module, click on the corresponding link. The two links cater for the same operation. The process consists in a request, by a Customs Officer, for an additional supporting document (Invoice for example) from a Clearing Agent, in the course of a verification process.

The following window appears, featuring the list of all the additional supporting documents uploaded for extra-vetting purposes, at the request of the processing officer.

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To upload an additional supporting document, either click directly the corresponding link in the main menu, or open the list and click on NEW The following window is then displayed

1. First select the type of document to which the supporting document is related to (manifest, entry, license)

2. Enter the number of the corresponding document 3. Click on Browse to retrieve the doc. That has already been

scanned 4. And click on send

XIII/ Connection to ORBUS This function allows connection to the system for the electronic collect of documents to

be attached to the declaration.

NB: Another manual is available for the use of this function.

XIV/ Password change 1. Click on the PASSWORD CHANGE menu; the following window appears:

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- Enter the former password

- Enter the new one

- Confirm new password, and click on VALIDATE MODIFICATIONS

XV/ Messaging 1. Click on the MESSAGING link in the main menu. The following window is displayed

: To send a message, click on TRANSMIT.

The message transmission window appears

Enables the transmission of messages

Displays the address of Trade X users

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Enter the message text, the addressee’s code, and then click on TRANSMIT.

: Messages can also be sent by using the USER DIRECTORY button in the

messaging interface.

A click on that button display the following screen

Click on the desired user code (text in blue) to display the message transmission

window. Enter the message text and click on TRANSMIT.

: To consult a message from the list of incoming messages, click on the Sender

code (text in blue) of the desired message.

Sender code

User Code