(Ncts) Guide to Assist Traders
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NEW COMPUTERISED TRANSIT SYSTEM (NCTS) GUIDE TO ASSIST TRADERS March 2004 - Rev 1 CONTENTS Introduction ……………………………………………………………. 2 How Information is exchanged in NCTS..………………………………2 Reference Number………………………. ……………………………… 3 Accompanying Documentation..……………………………………….. 3 Submission of Declaration……………………………………………… 4 Fallback procedures…………………………………………………….. 4 Information Exchange (IE) Messages……………………………….… 5 Guide Layout and Content……………………………………………… 5 Tables and screens……………………………………………………… 7 Appendixes………………………………………………………………. 17 All efforts were made to ensure that the information given in this document is accurate. However, this document is for general guidance only, is not a legal interpretation of statutory provisions and as such has no binding force. 1 Introduction As you will be aware, since the 1st July 2003 it is possible to electronically submit transit declarations to Revenue using a system called the New Computerised Transit System (NCTS). With effect from 31st March, 2004 all transits will have to be submitted electronically on NCTS. Authorised traders approved to use ‘simplified procedure’ for transit must be able to connect through to the NCTS, using Revenue’s on-line service (ROS) if they wish to retain their authorised status. Such traders must be in a position to submit their transit declaration electronically via ROS and print out the transit declaration in the required format. There are two options open to traders using ‘normal procedure’ (i.e. those not authorised). These traders may obtain approval to connect into NCTS and to input the transit details into the system. They will not be able to issue a Transit Accompanying Document (TAD) but must present themselves to customs who, on completion of the necessary checks, will issue this TAD. The second option is to present paper documents to Customs personnel where the details will then be input by those personnel into the NCTS and a TAD will be produced by the system. The transit cannot depart until this stage has been completed. Paper transits will only be allowed after the 31st March 2004 in exceptional circumstances and these are described later in this guide under ‘Fallback Procedures’ (Page 4). This guide has been produced to assist in the electronic submission of a transit declaration using the NCTS. No new information is required from you when completing an electronic transit declaration. The content of the electronic transit declaration is based on the data contained in the Single Administrative Document or SAD, which information is already required for transit paper declarations. How Information is exchanged in NCTS NCTS is all about communicating and transferring information related to your transit by using messages that are assigned identification numbers which all start with IE and then a two or three digit number. For example a transit declaration is identified by message IE15. Within these IE messages there are ‘data groups’ consisting of various fields of data. Each data group and each field has certain characteristics, for example, whether it is alpha or numeric, number of characters, whether its completion is mandatory (M), optional (O) or dependent (D). Users should familiarise themselves with the message types and the characteristics of each of the data groups and fields within the messages because an error in any of these could result in the rejection of the declaration. [See the “NCTS – Technical Interface Specification Appendices, Version 2, available on the Revenue Web Site – Appendices C, D and E.] 2 Whilst no new data is required when submitting an electronic transit declaration, NCTS does introduce certain changes in the area of transit, namely: · use/type of reference number; · type of accompanying documentation required or allowed; · how a declaration is submitted; and · ‘fallback procedures’. Reference Number Each transit will be assigned a Movement Reference Number (MRN), a unique number generated by NCTS. The old transit number will no longer be used. Each unique MRN consists of a year code, a country code, an office of departure code and finally a randomly allocated unique 8-digit number. It is the MRN which will identify the transit at customs offices throughout Europe, thus ensuring freer and speedier movement of the transit. Accompanying Documentation While the NCTS is designed to be a largely paperless system, a covering document, the Transit Accompanying Document (TAD), must still accompany the goods during the transit and be presented together with the goods at any Office of Transit en route and at the Office of Destination. The TAD, which the trader must be able to print, once the declaration has been accepted, must bear the MRN both in numerical format and as a barcode. This is a legal requirement and the barcode is intended to allow automatic processing at busy customs transit offices. For multi-item consignments, the TAD may be supplemented by a List of Items (LoI), which is an electronic load list. The LoI is an integral part of the electronic Transit Declaration and may contain up to 999 items within one declaration. Currently Paper Load Lists (PLL) may still be used to form part of the electronic transit declaration and supplement the TAD. However, the use of PLL inhibits automatic processing by NCTS of the transit and will require, in all cases, return of the PLL by the Office of Destination to the Central Transit Office before a movement can be discharged and the guarantee released. As the use of the PLL is not in keeping with the aim of achieving a largely paperless system for transit it is intended that their use will be discontinued after 31/12/2004. From 1/1/2005 the TAD may only be supplemented electronically by a List of Items (LoI). We would recommend users of NCTS, from the start, to supplement their TAD with the LoI. Submission of Declaration Once completed, the electronic declaration is to be submitted via ROS to the NCTS. The NCTS will automatically validate the declaration for proper completion of the mandatory data fields, validity codes used, and the verification of some declared data against standing data. A declaration will be rejected by the NCTS if the content is incorrect or any required data is missing and the trader will be informed of the reasons for the rejection by means of a code. Users should familiarise themselves with these codes to enable speedy and easy 3 identification of errors. A list of the codes is contained at Appendix 9. The declaration must be re-submitted with the correct data. NCTS will, when it accepts the declaration, send a message indicating acceptance of the declaration and the Movement Reference Number (MRN) will then issue. The user can then print the TAD containing the MRN and, following this, the transit can depart once the trader receives the ‘release transit’ message from the system. ‘Fallback Procedures’ There are three scenarios where traders using NCTS may find it necessary to consider the use of a ‘fallback procedure’. This will happen when the trader: 1. is unable to connect electronically to NCTS i.e. a fault in the trader’s system or his/her software provider’s system; 2. submits a transit declaration electronically to NCTS but does not get a response i.e. a problem within Revenue with the ROS system; and 3. submits a transit declaration electronically to NCTS and gets a response that the NCTS electronic links internationally are not working. In a case where the urgency of the transit transaction so demands, the actions that need to be taken by the trader are: 1. Where the fault lies either with the trader’s system or with his/her software provider’s system and no declaration has been submitted the trader should present the Transit Declaration on SAD copies 1, 4 and 5 to the Customs Office for processing by Customs Input. In order to prevent delays at the point of export a copy of the SAD could be forwarded, in advance, by fax to the Customs Office. If this ‘fallback’ option is availed of the trader should not subsequently submit that transit declaration electronically to NCTS. 2. Where the trader submits a declaration and gets no response after 30 minutes then the trader should contact the NCTS helpdesk (details below) which will advise him/her whether or not a fault currently exists within the Revenue NCTS and of the likely timeframe within which the system will be operational again. If the urgency of the transit transaction so demands the trader should present the transit declaration on SAD copies 1, 4 and 5 to the Customs Office for processing by Customs Input. In order to prevent delays at the point of export a copy of the SAD could be forwarded, in advance, by fax to the Customs Office. The same Local Reference Number that was input into the ‘failed’ electronic transit declaration must be included in the SAD transit declaration. If this ‘fallback’ option is availed of the trader should not subsequently submit that transit declaration electronically to NCTS. 3. Where the trader submits a declaration and gets a response that the NCTS international electronic link is not working and if the urgency of the transit transaction so requires, the trader may present the transit declaration on SAD copies 1, 4 and 5 to the Customs Office for processing by Customs as a paper transit. The same Local Reference Number that was input into the ‘failed’ electronic transit declaration must be included in the SAD transit 4 declaration. If this ‘fallback’ option is availed of the trader should not subsequently submit that transit declaration electronically to