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Introduction

The US AES menu option opens a overview of all EEI entries in an application called US AES and this is used to create, edit and monitor commodity filings.

Description

 

Program Actions

New

The New action will allow the creation of a new US EEI (Electronic Export Information) entry for a single USPPI.

Select Template

On selecting the New function, the Select Template pop-up shown below will appear.

Template

If a template is to be used to create the EEI, then select the desired template using the the drop-down menu to show as list of available templates.

No Template

When the EEI is to be created from scratch, choose the No Template option.

Select Template

When a template is highlighted from the drop-down list, click Select Template to launch the EEI editor. This EEI will have use the template to prefill the required data.

Cancel

Exit the New EEI creation process and return to the overview of EEI's.

The EEI editor will open for entry of the EEI details.

Open

The entry highlighted in the list of export declarations will be opened when the Open option is selected. The EEI editor will open in order to edit an EEI entry that has not been sent to CBP. Once and EEI is submitted to CBP the Open function will only allow the EEI to be opened in view mode and it is not possible to make any changes to the entry. When changes are required to an EEI that has been transmitted to CBP, the Update Declaration function should be used.

Copy

To create a new EEI entry from an existing EEI, choose the EEI that is to be used as the basis of the new EEI and select the Copy function.  The EEI editor will open a new EEI entry using the data from the existing EEI as the basis for the new entry.  Not all data is copied to the new EEI, for example some transport details must be completed and the quantities of commodities must be entered. 

Delete

When an EEI entry has not been sent or is rejected by CBP the Delete option will be active to remove the EEI entry. 

Templates

Templates are used to generate EEI's from a standard set of data without having to rekey all of the entry data. Generating EEI's from a template can considerably speed up the process of entry creation. The template function will open the Declaration Templates application where templates are created and managed.

Example: The same USPPI ships the same commodity out of LAX every week. A template can be created that stores the data that always repeats in these entries, when the next shipment departs, the EEI can very quickly be created using this template.

Print

Highlight the desired EEI and then click the Print option on the menu bar to print the desired output of the EEI:

  • 7525v
  • AES Shipment Record*
  • Gas Letter
  • Cover letter
  • Vehicle Cover Letter

 

Note: A PDF of the AES Shipment Record will automatically be generated in the documents tabs of the related shipment when the EEI is accepted by CBP. This serves to confirm the EEI is complete with easy access to this document should any party on the shipment require this record.

Report

The filter functions Date range, status, All Branches and General search can all be used to refine the list of EEI's shown in the overview. This list of EEI's can then be exported to a spreadsheet using the Report action. The default spreadsheet application (Excel, iWork, calc etc.) on the user's computer will automatically open and load the EEI list into a spreadsheet. This spreadsheet will contain all the information about each EEI that can be included on a single line. This means if there are multiple commodities on an EEI, only the first commodity and it's details will be shown. Similarly, for sea freight entries, if there are multiple containers, only the details of the first container will be shown.

Refresh

Clicking the Refresh option will ensure that the latest export entries and responses from CBP are shown in the list displayed.

Filter and Search Functions

Date Range

An AES entry creation date range may be entered in order to restrict the listed AES entries to a defined period.

Status

By default AES entries of all status' will be listed. This is a drop down menu that will allow the user to filter the results according to the status of the AES entry. The types of status' available from the drop-down menu are:

Satus

Meaning

Accepted

Entry successfully reported to AES and without any warnings. This status means the entry has an ITN (Internal transaction number) which is proof of successful transmit.

Accepted with warnings

The entry has been accepted and has an ITN number, but there are warnings which means additional required information must be provided within 4 days of the original transmission.

Accepted; Compliance Alert

Entries that have been accepted and have an ITN number, but these entries are potentially in violation of export reporting requirements. These violations can be reporting the export late or making changes to the accepted entry after the shipment has departed

Accepted; informational message

The entry has been accepted and has an ITN number, but CBP have responded with a message on the entry. The user should read the informational message and respond as necessary

Accepted must verify

The entry has been accepted and has an ITN number, but CBP would like the user to check the data submitted is correct since it is unusual in some way. If necessary the data should be updated but may be left as is if the original details submitted are correct

Cancelled

Entries that have been successfully cancelled in AES

External declaration

Shipments that either have additional statements in lieu of AES entries or where some other agency had made the AES entry.

Not Sent

Entries that have not yet been transmitted to AES

Rejected

Entries that have been reject by AES and therefore have fatal errors. These must be corrected before the shipment may depart from the USA

Sent

Transmitted to AES but still awaiting a response from them

All Branches

By default only the AES entries created in the current branch will be listed. Check the All Branches box to show all entries made by all branches.

AES Stmts.

Check this box if AES statements which are not full EEI entries are to be included in the search

General Search

The Type to search field can be used to find an AES entry or to filter the AES entries shown in the overview. Most of the information used when creating and AES entry can be used as a search term. For example the carrier code or name can be entered to restrict the list of AES entries to only those shipped on the defined carrier. By contrast, searching for an ITN number will produce only the AES entry with that ITN number since these are unique.

Entry Overview

The application by default presents the most recent entries and displays a summary of their contents in each of the columns described below. The Search function can be used to filter the entries displayed and the columns can be clicked to change the sort order of the displayed results.

Reference

The system generated reference number for the entry, also known by CBP as the XTN number. There is no access to this reference number.

ITN

The ITN number provided by CBP when an EEI is accepted. 

Status

The state of the entry from the perspective of US Customs. These are detailed above.

Carrier

The 3 digit ICAO airline code or for sea and truck shipments, the 4 digit SCAC code. The carriers name will also be present.

Created

The date the entry was first created. There is no access to this date.

USPPI

The name of the United States Principle Party of Interest for the entry.

Destination

The declared country of final destination for the commodity.

Creator

The surname of the user who created the AES entry.

Entry Count

At the bottom left of the overview of AES entries is a count of the total number of AES entries. The numeric position of the currently highlighted entry within the list of entries will be displayed first.

AES entry detail information

As each AES entry in the list is highlighted, additional information about the entry will be shown in the lower section of the screen.

Statement

When the entry is a statement (not a full EEI) The complete AES exemption statement will appear for the highlighted item. 

Shipment Number

The export shipment linked to the highlighted entry.  This is an active link and clicking it will open the linked shipment.

Est. Exp. Date

The estimated date of export of the shipment. 

Entry Log

As AES entries are created, transmitted, changed or cancelled, a log of these activities is shown on the bottom right of the screen. This screen is important since it will display CBP responses, including dates and times of the responses.

Update Declaration

If the AES entry has been accepted by CBP either as Status 3 (Accepted) or Status 2 (Must verify) Then the Update Declaration action will be available

Open

The entry log shows a summary of of the transmissions to and from CBP. The Open function can be used to obtain complete details of each transmission.

Initial Declarations

When an Initial declaration is highlighted in the list and then the Open function is selected, the user will see the complete EEI as it was submitted to CBP. This means it provides a historical record of exactly what was sent to CBP and when.

CBP Responses

When a Response is highlighted in the transmission log and the Open function is selected, the full response including any warnings, errors or information will be displayed in a pop-up window.

Cancel

If the status of an entry is Sent or Updated the Cancel action may be used to send a notice of cancellation to CBP.

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