Import process

Purchase Order (PO)

The PO is automatically generated from the Purchase Info Record, a document that links a supplier, a product and purchasing terms. The PIR is under the responsibility of the buyer.

When setting up/updating a PIR, the buyer must consider that, if (and only if) Solvay Solutions UK Ltd is the importer of the goods, a few key data are mandatory in the PIR:

• The control confirmation key to allow the creation of an Inbound Delivery
• The Goods Supplier Address has to be outside the European Union
• The incoterm has to be different from DDP

All Purchase Orders are replicated into GTS. The control confirmation key is mandatory for import flows. 

For more information, see the following awareness/training documents:

The requirements above are related to the use of the GTS tool. Parallel to that, Solvay Solutions UK Ltd manages on cost conditions in the Purchase Order in order to take into account additional costs when valuing the stock.

In case of an import, the condition “Z0B1” corresponding to the administrative cost of the import clearance has to be added and attached to the relevant partner, that is Kerry Logistics, the selected customs broker (Vendor No 110688).

The procurer ensures that data are set up correctly and inform the buyer if amendment is needed.

Receipt of import documentation

The customs broker receives a copy of the Purchase Order automatically if he is set up as a partner for the on cost condition for clearance.

The buyer must also indicate in the text of the PIR (it will therefore come up in the PO) the notify party for customs clearance.

The customs broker receives the original import documentation.

Inbound Delivery

When the vessel is expected in the UK shortly, the customs broker gets ready for the Frontier Declaration (see next step). The first operation is to create an Inbound Delivery (transaction reference “VL31N”), in RCS, based on the Purchase Order Number.

He then writes down on his file what is the Inbound Delivery number attached to the PO number. 

Key point: the customs broker checks that the information in the Inbound Delivery matches the original documentation sent by the supplier.

Case of multi lines PO (1 PO reference but several physical shipments with separate import entries)

If a PO has several lines (for different items), all the lines come up when creating an Inbound Delivery based on the PO number. But maybe the supplier has only shipped certain items in the vessel. In this case, the customs broker adapts the Inbound Delivery by removing the non relevant lines. When the rest of the PO eventually arrives, all the remaining lines come up again in a new Inbound Delivery. The lines corresponding to items that have already been receipted on site can’t be used again.

Case of a shipment with multi POs (several POs references but 1 single shipment and import entry)

The customs broker creates several Inbound Deliveries corresponding to the different PO references. Each Inbound delivery generates a UCR number. When the customs broker creates the SFD, he attaches to the SFD all the UCR references. CHIEF comes back with a single reference for the SFD. This reference is then added in all the SFD replicas attached to the different Inbound Deliveries when the customs broker updates them. This way, all the supplementary declarations are linked to the same SFD.

Troubleshooting

Frontier Declaration (SFD)

The customs broker can pre lodged the Frontier Declaration. It is done outside GTS in the relevant port inventory system.

Once the Frontier Declaration has been created, the customs broker updates the SFD replica in GTS.  

Receipt of Goods on site

The goods can be booked using either the PO or the Inbound Delivery references, but only once the Inbound Delivery has been created. It is the goods receipt (transaction reference “MIGO”) that triggers the creation of an import entry in GTS.

Supplementary Declaration Import (SDI)

Once the goods have been receipted on site, the customs broker has been advised to wait 2 days before completing the import entry, in case the goods receipt was amended. The SDI must be submitted up to the 4^th working day of the month following the Frontier Declaration. 

Each SDI must be attached to the corresponding FSD. To link the SDI to the SFD, is is essential that the same UCR reference is used. However, it is possible to have several SDI for 1 SFD, for example if several containers arrive on the same vessel but are delivered to the plant on several days. In this case, it is necessary to use "Part Numbers" for the UCR.  The "Part Number" can be any 3-digit number from 001 to 999.  In GTS, that is done by adding for example '/001' to the end of the UCR.  GTS translates the '/' as meaning that the following digits are to be sent as the UCR Part Number in the EDIFACT message.

The customs broker completes the SDI generated in GTS and checks particularly if the value, the incoterm and the quantity match the documentation sent by the supplier. In case of discrepancy, the customs broker checks which plant is concerned and sends an email to: Jill Bucki/Louise Mardling for Oldbury and Francoise Gardon/Andy Connell/Emma Oates for Halifax. He waits for a written confirmation by email before amending the data. The person in charge must then investigate on the discrepancy and modify the data in RCS (PO or PIR) if necessary.

The customs broker sends the declaration to CHIEF and monitors the answer.

Troubleshooting

Final Supplementary Declaration (FSD)

The FSD must be submitted before the 4^th working day of the month following the entries have been done. It is generated in GTS. The customs broker checks it and sends it to CHIEF. The customs broker takes this opportunity to control the consistency between Frontier Declaration and Supplementary Declaration.

Specific Cases

Case of Inter company flow

An inter company import flow occurs when the supplier of the goods is another Solvay entity using RCS. 

There are a few differences in the process:

• the purchasing data (PIR and PO) are under the responsibility of the supply chain manager
• the Inbound Delivery is created automatically when the shipping plant runs the shipment completion for the goods (in RCS). Consequence: in this case, the customs broker does not have to create the Inbound Delivery but still has to track down its reference to use it at the end of the UCR.
• To do so, he can use the report “ZWPU02” or check the order using “ME23N” transaction.      

Case of Samples/ Ad hoc shipments

There are 2 types of samples shipment: 

1. Standard product (with a material code and a tariff code) and standard Business Partner (with a code) => the flow is standard

However there might not be an entry in GTS work list because the usual triggers ("shipment completion" on the export side and "Purchase Order" and "Goods Receipt" on the import side) do not necessarily exist for those flows.

• Manual declaration in GTS

The customs broker contacts the plant to get the material and the Business Partner codes. He is then able to use them in the manual declaration.

2. The material or the Business Partner doesn't exist in RCS => one off flow / off system

• Manual declaration in GTS

The customs broker refers to the user guide IMPORT to process the manual declaration in GTS.

• Material: the material description can be maintained directly in GTS
• Tariff code: the customs broker requests it by email to douane-rhodia-operations@solvay.com (generic email address of the CTC).
• Partner: if the partner doesn't exist as such in RCS, the customs broker needs to use the "GENERIQUE" Business Partner. In this case, he sends an email to GTS maintenance team (SBS-IS-APPLI-HELP@solvay.com) indicating:
  • Function: vendor or customer or forwarder, etc
  • Name of the partner
  • Address of the partner

The GTS maintenance team updates the generic Business Partner with the information provided. 

Amendments to entries

If someone notices an error has been made; the following persons must be immediately informed:

• The customs broker
• The supply chain manager of the concerned plant if needed
• CTC
• IT team if there is a technical issue/action 

1. Amendment / Cancellations less than 24 hrs after the clearance has been confirmed:

• the customs broker re sends the declaration to CHIEF in GTS

2. Amendment / Cancellations more than 24 hrs after the clearance has been confirmed:

If it’s not possible to amend the declaration in CHIEF the Finance Controller liaises with the customs broker (import expert) and refers to Information Paper 66/10.

A manual amendment can be requested up to 3 months after the declaration

A request for amendment if money is at stake (under/overpayment of VAT/duties) must be sent on form C285 and sent to CNAT team. See Information Paper 66/10.

Application for repayment_remission.pdf

How and when to contact the CFSP National Assurance Team (CNAT).pdf

Appendices

Adjustments related to Logistics costs in the import declaration