Online Export Entry. User Guide

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Polly Griffin
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1 Online Export Entry User Guide

This guide is intended as a basic overview of the screens on this website for Online Export Entries. More detailed information is available in the Help menus provided on each screen.

2 This guide is intended as a basic overview of the screens on this website for Online Export Entries. More detailed information is available in the Help menus provided on each screen. Help menus can be accessed by clicking on the blue Help button on the left hand side of each screen, which will then display information relating to the screen you are currently in. Getting started When you first access the site you will need to click on the NZ Customs Service logo to get to the Login Screen. Here you will be prompted for your Declarant code and password to login. You should enter your Declarant Code (supplied by NZ Customs), and the default password (supplied by ECN) then click on the Login button. This will take you to the Home page. For security purposes we recommend you change the default password to one of your choice. This is done in the User Admin screen which can be accessed by clicking on the User Admin button on the left hand side of the Home page. See the section Changing your Login Password for further details. When you log in to the site for the first time your Home page will look like this: Page - 1 -

3 As you and other Declarants within your company create entries and receive responses these will be listed on the table and the Home page will look more like this: Page - 2 -

This table will show the last 30 entries lodged. If you wish to look for entries prior to the last 30 you will need to use the SEARCH button to search for entries not showing on the table.

4 This table will show the last 30 entries lodged. If you wish to look for entries prior to the last 30 you will need to use the SEARCH button to search for entries not showing on the table. Set up You will be required to provide tariff codes in the Detail Line of your Export entry. As you may use some of these frequently an option has been provided to allow you to set the details in advance and select them as needed, rather than typing them each time you need them. To set up the codes click on the SET UP button on the left hand side of the screen, then select the EXPORT button. You can also set up the codes from the Detail Line information screen, while completing an Export Entry. Creating an Export Entry To create your Export entries you need to complete details on three forms: Page - 3 -

5 Summary Information Shipping Details Detail Line Information As you complete the forms you will note that there are various fields that that have been coloured turquoise. You will need to complete all the details in the fields that are coloured turquoise on each form or you will not be able to move onto the next form. As you move to the next form the information you have entered on the previous form is automatically saved. To create an Export entry a single click on the Export button at the top of the Home page will display the first form to be filled in Summary Information Page - 4 -

6 When you have completed the details on this form click on the Next button to take you to the Shipping Details form. Page - 5 -

7 If you have details for more than 5 containers to complete click on the More Containers button. When you have completed the details on this form click on the Next button to take you to the final form - Detail Line information. Page - 6 -

8 When you have completed this form and (any other Detail Lines you required) click on the Submit Declaration button at the bottom of the page. You will see this screen: Page - 7 -

9 You can now either submit your entry to NZ Customs or save this entry to add further information or amend it later. To save the entry without sending it, click on the Home button on the left-hand side of the screen. This will take you back to the Home page and you will see your declaration in the table with a status of Entry. This indicates that your job has not been sent and can be accessed at a later date to be completed or changed, and submitted to Customs. If you are ready to submit this job to NZ Customs you should enter your PIN number twice, and then click on the Submit Declaration button. If you entry has been submitted successfully you will see this screen: Page - 8 -

10 When your job has been sent to Customs you will see that the status of your job shows as Sent in the table on the Home page. When a response is received back from Customs the status on the Home Page table will change to either Accepted or Rejected. To see the specific details of the response you will need to follow the instructions in the next section on Viewing a response and follow the appropriate action. Viewing a response: When a response is sent back by NZ Customs the status beside your job on the Home Page table will change from Sent to either Accepted or Rejected. To view a response click on the job number on the Home Page table, this will take you to the Specify Action screen. Here you can access all declarations, adjustments, and responses for this job and perform various actions on them as detailed in the yellow Specify Action box. To see the response for the job you will need to click on the job number in the Response Table Actions at the bottom of the page. If you are unable to see the Response Table Actions you may need to scroll down the page by using the scroll bar on the right hand side of your screen. Page - 9 -

11 The most recent response for your job will be the one at the top of the Response Table Actions table. To open the response, click on the job number in the Response Table Actions. This will open a window that gives you details of the response. Accepted Responses When a job status changes on the front table to Accepted this means your job has been cleared by NZ Customs and you can go into the response and print out a Delivery order if required. To do this click on the job number on the Home Page table this will take you to the Specify Action screen. Scroll to the bottom of the page and click on View Delivery Order under Action in the Response Table Actions. This will bring up the Delivery order in a format that you can print. Rejected Responses When a jobs status shows as Rejected this is because there was an error of some sort in your entry that has prevented it from being cleared. If the status is Rejected you will need to check the response to see what the error/s are, then adjust your entry with the correct details and resubmit the adjusted entry to Customs. To see the reason for the reject, click on the job number on the Home page table this will take you to the Specify Action screen. Page

12 To see the reason for the Rejected response click on the job number in the Response Table Actions table. The error details will be displayed like this: Page

13 If you have several errors you may like to print out this page so you can correct them all at once. To make an adjustment to correct the errors, click the OK button at the bottom of the page to go back to the Specify Action screen. Then follow the instructions in the next section Adjusting an entry. Adjusting an entry At the Specify Action screen select the Adjust option in the yellow box near the top of the page to begin adjusting your entry. Page

14 Click here to adjust the rejected entry Entry has been rejected Once you have selected the Adjust option, you will be asked to verify your actions: Page

15 Click the Create button to verify that you want to create an adjustment. Page

16 Click here to continue adjusting the entry. Rejected entry is now ready to be adjusted You will now be redirected back to the Specify Action screen, where the Rejected status on your original entry will have changed to Adjusted. A new Entry will have been added above this, which is a copy of your original entry. This is the document you will need to make the corrections in. Select Enter in the yellow box, and make the necessary changes to your entry, and resubmit this adjusted entry to Customs. This is adjustment number 1. If you have adjusted the entry correctly then your job should get back a response with a status of Accepted You will need to go through the adjustment process each time a Rejected status is received for this job until it comes back Accepted so you may need to make more than one adjustment if you do not correct all the errors accurately the first time. Changing your Login Password To change your login password go to the Home page. On the Home page click the USER ADMIN' button on the left side of the screen. This will take you to the User Admin Screen: Page

At the User admin screen, enter your current login password. Then enter your new password twice. You can also change any details to your name if required.

17 At the User admin screen, enter your current login password. Then enter your new password twice. You can also change any details to your name if required. Click 'Update' The details you have changed will now be in place. You will need to use the new password you have selected when you login to the site in future. If you forget your password at any stage you should contact the ECN Help Desk by requesting that your password be reset back to the default password. Search Facility The search facility allows you to search for declarations or responses that have been entered or received, but are not displayed on the Home page. To access the Search Screen go to the Home page. Page

18 Click on the SEARCH button. This will take you to the Search screen Here you can search for past and present Declarations and Responses by selecting the criteria you wish to search for in the various boxes. Page

User Guide My Account

User Guide My Account Page 1 of 14 Table of Contents Welcome...3 Registration...4 Log onto My Account...6 View Account Balances...9 View Cylinder Balances...9 Copy Documents...10 Legal & Privacy Documentation...13