Supplier Instructions for Completing NAFTA Certificate of Origin in Trade Automation (TA)

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Georgia Winifred Fields
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1 Supplier Instructions for Completing NAFTA Certificate of Origin in Trade Automation (TA)

2 Supplier Instructions for Completing NAFTA Certificate of Origin in Trade Automation (TA) I. INTRODUCTION When the supplier signs into the Campaign Management Tool, they will be taken directly to the My Dashboard page. The dashboard will list all open solicitation campaigns. It is a list of the pending responses for which they are responsible. The Supplier can enter the Free Trade Agreement (FTA) data, either directly into the Campaign Management Tool, or through uploading an MS Excel spreadsheet. Initial Login: After the Supplier has received the Welcome with their login credential (first time Supplier users) and/or the Solicitation , they may proceed to the GMTS login page and login. Reset Password: User can perform a password reset on the TA login page with below steps: 1. Enter the User Name 2. Click on the Forgot your password? hyperlink If the user account exists in TA, a password reset will be sent to the address on file for the user account.

3 1 2 Change Password: If logging into TA for the first time, the supplier/user can change their password with the Change Password option which is accessible by clicking on their user name at the top right corner to the page. Enter current password into the Password field, the new password into the New Password and Confirm New Password fields, and then click on the Change Password button to complete the process. Page 3 of 26

Supplier Dashboard / Homepage: After successful login, Supplier will see the My Dashboard page with two sections: - Open Campaigns: list of all Open Campaigns where the supplier s response is

4 Supplier Dashboard / Homepage: After successful login, Supplier will see the My Dashboard page with two sections: - Open Campaigns: list of all Open Campaigns where the supplier s response is required - Supplier Options: provide ability to look up Rules of Origin, Support Questions and Past (Campaign) responses Rules of Origin: - provide user with the ability to search for Rules of Origin based on Country of Import, Trade Agreement, and/or HS number - click on the HS Number hyperlink to access the Rules Details page Page 4 of 26

Support Questions: - provide user with the ability to email Support Questions from with TA - additional Support email configuration required to route the

5 Support Questions: - provide user with the ability to Support Questions from with TA - additional Support configuration required to route the support to the correct person/ address Past Responses: - provide user with the ability to search for all Past Campaign Response submitted Page 5 of 26

Trade Agreements. II.I BLANKET CAMPAING RESPONSE INSTRUCTIONS (Direct Entry) 1.

6 II BLANKET CAMPAIGN RESPONSE INSTRUCTIONS Below instructions provide user with information on how to respond to a Blanket Campaign associated with one or more Free Trade Agreements. II.I BLANKET CAMPAING RESPONSE INSTRUCTIONS (Direct Entry) 1. Click on the Magnifier Icon to the right of the Campaign Name (the campaign will open) Page 6 of 26

7 2. The Campaign Response section contains data populated by the Campaign Manager which pertains to the overall campaign. On the Main tab of the Campaign Response page, enter the Reference Number and select the Producer Info from the dropdown list. Click on the appropriate selection to populate the field. The data entered in this field will appear on Box3 of the NAFTA certificate. a. Possible field values are as follows: b. VALUE Available Upon Request Use My Info As Producer Enter Producer Info DESCRIPTION Producer info can be supplied to customs upon request. The words Available Upon Request will appear on the NAFTA cert. The system will use the Name, Address and Tax ID it has on file for the supplier and this is what will appear on the NAFTA cert. An entry will be generated under the Partner Type section. The supplier can then enter in the required Producer info. The information entered is what will appear on the NAFTA cert. Page 7 of 26

8 When the option of Enter Producer Info is selected for Producer Info, a Producer entry will be generated under the Partners section. Expand the Producer entry to supply the necessary information. Page 8 of 26

Click on the Campaign Parts tab to access the Campaign Parts tab. By default, a maximum of 2000 records and 50 records per page will be shown at any given time. a. Click on the arrows next to the record count to toggle between pages b.

9 3. Click on the + icon next to the Partner record desired to expand the information section and make any necessary updates. Updates done will only be associated with current Campaign. Information such as Tax Identification No will be printed on the certificate(s). 4. Click on the Campaign Parts tab to access the Campaign Parts tab. By default, a maximum of 2000 records and 50 records per page will be shown at any given time. a. Click on the arrows next to the record count to toggle between pages b. Click on the Show Search Criteria button to expand Search Criteria section User can perform search to locate desired product(s) by supplying search criteria and click on the Search button. Page 9 of 26

Select Parts Details View from the Actions dropdown list and click on the Go button 6.

10 5. Access the Part Details View page by: a. Click on the checkbox next to each part to select the part i. User can also click on the top left checkbox next to the Part ID to select all parts b. Select Parts Details View from the Actions dropdown list and click on the Go button 6. Click on the Campaign Parts tab to access the Campaign Parts tab. All product records associated with the campaign are displayed within the Campaign Parts tab. Click on the Info icon next to a part to see the Supplier Part Information. Page 10 of 26

11 For each part the user should enter the FTA data into the fields. See chart below for guidance: COLUMN DESCRIPTION NOTES *Qualified Flag *HS Number *COO *Preference Criterion *Producer Code Qualification Reason *RVC Skip Select a value from the drop down list: Yes = Part is Qualified, No = Part is Not Qualified If the Suppliers HS is different than the Request HS, the user would enter the Suppliers HS in this field. The user can either manually type the Supplier s HS directly into the field or click the magnifying glass (lookup) to query for the HS number. Double click on the appropriate HS number to populate the field. User can directly type in the COO or click the magnifying glass to lookup the COO. Use the query screen to search for a value. Double click on the appropriate country to populate the field. Select a value from the drop down list. Select a value from the drop down list. Indicates the supplier s reason about why a certain part does or does not qualify. This is a free text field and is the only field in this section that is optional. Select a value from the drop down list. Check this box to exclude the selected product line from Campaign approval submission. Page 11 of 26 Only parts marked as Qualified will be visible on the NAFTA cert Value will appear in Box6 on the NAFTA cert NUMERIC values only, with no decimals or special characters Value will appear in Box10 of the NAFTA cert Value will appear in Box7 of the NAFTA cert Value will appear in Box8 of the NAFTA cert Does not appear on the NAFTA cert Value will appear in Box9 of the NAFTA cert User can revisit this page later to complete and submit any previously incomplete product entry * Required fields for NAFTA qualified parts; Only COO and Qualified fields are required for Non-Qualified parts **NOTE: For a detailed description of each field and its corresponding values for the NAFTA certificate, please see the guide provided in Appendix A** a. One feature of the Campaign Management Tool is the Mass Update feature. The Mass Update feature enables the user to enter data for more than one part simultaneously. The feature is useful for situations when multiple parts have the same FTA data. To use the Mass Update feature the user should check the box next to each part they want to include as part of the mass update. If a box is not checked that part will not be populated with the mass update data. To select all parts in the list click the check box next to the Info column and all boxes will automatically get checked. To unselect all parts in the list uncheck the box next to the Info column and all boxes will automatically get unchecked.

How to check all records: How to uncheck (deselect) all records: Click/Check this box to select all parts Click/Check this box to de-select all parts How to check specific records only: (deselect)

click on the on the Go button. A separate box/window will open within the campaign. This window is where the Supplier will enter the information for Mass Update.

12 How to check all records: How to uncheck (deselect) all records: Click/Check this box to select all parts Click/Check this box to de-select all parts How to check specific records only: (deselect) all Check boxes individually to select specific records Once the user has selected the records applicable for Mass Update, they should select the Mass Update option from the Actions dropdown list and click on the on the Go button. A separate box/window will open within the campaign. This window is where the Supplier will enter the information for Mass Update. Keep in mind only the records which were checked will be updated. The functionality of the buttons in the Mass Update window is described below: Apply: Only those fields for which the user enters data will be applied to the selected records. If the user does not enter info into a Mass Update field, it will remain as is (it will not get populated nor will it get overridden) Cancel: Cancel and close the Mass Update window (none of the information entered will be applied) Page 12 of 26

If the user would like to apply the same HS to every product selected, they should first click the check box next to the Use HS Provided to uncheck the box and then entered the desired HS into the HS

When data entry for all parts is completed click the Save & Validate button to save. If there are any errors, the Validation Status will be shown as HOLD.

13 If the user would like to apply the same HS to every product selected, they should first click the check box next to the Use HS Provided to uncheck the box and then entered the desired HS into the HS Number field. After the user click on the Apply button, the entered HS Number will be applied to all products selected. 7. When data entry for all parts is completed click the Save & Validate button to save. If there are any errors, the Validation Status will be shown as HOLD. Click on the HOLD link and a message box will appear at the bottom indicating the type of error. The user should click on each error link, fix the error(s), and then Save once again. (To close the message box click the X located in the top right corner of the box). If the user clicks on a particular error message the system will bring the user to the error. Page 13 of 26

8. Once all FTA data is entered and no errors

14 8. Once all FTA data is entered and no errors are found the Validation Status will be updated to PASS. The user should generate the NAFTA Certificate for preview by clicking on the Preview Certificate button. A pop-up will display. Click OK to preview the generated Certificate. Page 14 of 26

15 9. The user will then have the option to Open or Save the NAFTA Certificate. The user should review the NAFTA Certificate. If changes need to be made the user should navigate back to the Campaign Management Tool and edit the incorrect record, save and re-generate the certificate. 10. Campaign parts should now be ready for submission. In order for the Campaign Parts to be submitted, the Ready for Submit box must be checked for each part. a. To select all parts in the list click the check box next to the Info column and all boxes will automatically get checked Page 15 of 26

The Skip checkbox next to each of the Product Line may be utilized to skip submission of Product Should only be used if not able to produce full product information for product to be submitted with

16 b. To select or deselect individual parts in the list click the check box to the left of the part/product line c. Click Save & Validate button to save and validate all Campaign Parts before Submit for Approval d. The Skip checkbox next to each of the Product Line may be utilized to skip submission of Product Should only be used if not able to produce full product information for product to be submitted with current Campaign Response User will be able to access the Campaign Response at a later time to resubmit any skipped Product(s) Ready for Submit check boxes 11. The submit confirmation popup window will appear, click on the OK button to proceed 12. Successfully submitted parts will no longer show in the Part Details View screen. User can click on the Back to Data Entry link to return to the Campaign Response screen 13. Under the Clarifications tab, Supplier(s) will be able to Create New Discussion Thread(s) regarding the campaign response. All users will access to the campaign response will be able to view and respond to the thread. a. click on the Create New Discussion Thread hyperlink to start a new discussion Page 16 of 26

Support document can be uploaded under the Documents tab. Navigate back to the Campaign Management Tool, access the Documents tab and click the Add Document button.

17 b. Send: generate and save updates to the current discussion thread c. Cancel: cancel the entry for the new/current discussion thread d. Add Attachment: upload and add attachment(s) to the current discussion thread e. Add URL Link: add an URL link to the current discussion thread 14. Support document can be uploaded under the Documents tab. Navigate back to the Campaign Management Tool, access the Documents tab and click the Add Document button. A new window will open. Click Browse to locate the document saved on your local drive. 15. Once the document has been located click Open and the location path will be populated into the window. Then click Upload File to upload the file to the campaign. Page 17 of 26

Click on the + in the Response ID section to open up the Response ID section.

18 16. The uploaded document will be listed under the Documents section after the file was successfully loaded. 17. Click on the Documents tab to access the Documents tab. Click on the + in the Response ID section to open up the Response ID section. A Free Trade Agreement Certificate with the submitted parts for the campaign is generated and stored in this section Page 18 of 26

Signed Free Trade Agreement Certificate can be uploaded under the Documents tab.

19 18. Click on the Free Trade Agreement Certificate and a new window will open. The user will then have the option to Open or Save the file. The user (Supplier) should open, print, sign, scan, and then save the Trade Agreement Certificate to the local drive of their computer. 19. Signed Free Trade Agreement Certificate can be uploaded under the Documents tab. Navigate back to the Campaign Management Tool, access the Documents tab and click the Add Document button. A new window will open. Click Browse to locate the document saved on your local drive. Page 19 of 26

After all Products within the Campaign has been submitted for approval, a COO Certificate should be generated.

20 20. Once the document has been located click Open and the location path will be populated into the window. Then click Upload File to upload the file to the campaign. 21. After all Products within the Campaign has been submitted for approval, a COO Certificate should be generated. Click on the Generate Document button, select the certificate by checking the checkbox next to it and then click on the Submit button. The COO Certificate generated will includes both NAFTA qualified and non-qualified parts. Page 20 of 26

21 Page 21 of 26

Once the document is generated, it will be listed under the Add Document

22 22. Click on the Ok button of the popup message to generate the COO certificate/document. Once the document is generated, it will be listed under the Add Document Section. In order to review the generated COO certificate, user will need to re-access the Campaign at a later time. Page 22 of 26

23 23. Navigate to the Home page by clicking the Home link on the top of the screen. 24. If all parts were successfully submitted then the submitted campaign will no longer appear in the user s queue. 25. When a Campaign Response is rejected, Supplier will receive a Reject (below is an example ). Suppliers will have the chance to access the Campaign again to make any updates as needed and then resubmit their campaign response. Repeat Step 1-22 to access and resubmit the campaign response. Page 23 of 26

24 Supplier Trade Automation (TA) Excel Spreadsheet Completion Option Instructions Page 24 of 26

25 Supplier Trade Automation (TA) Excel Spreadsheet Completion Option Instructions For suppliers electing to use Excel Spreadsheet option in TA, each file needs to be treated as an individual request. Please do not make changes to the layout of the Excel templates provided nor combine or move items from one file to the other. Please also do not change the file name of the Excel files, and only complete the columns within the Excel file(s) requested as noted below. If you have additional part numbers that are not included in our campaign listing, please send us a separate list of those part numbers so that we can include them in our database, but do not include them on the attached Excel templates. For Excel file(s) from TA, please only complete in the second tab of the spreadsheet the data in columns F, G, H, I, J, K, and (if necessary) O, as follows: NOTE: (If any items listed are not eligible for NAFTA, please only complete the Qualified? (Y/N), Country of Origin, HS Number, and Producer Code columns): Qualified? (Y/N): Enter Y if NAFTA eligible, or N if not Country of Origin: Use 2 digit ISO Code, example: US for USA, MX for Mexico, etc. HS Number: Enter the 6-digit HS Import code for your item. NOTE: Please enter this 6-digit code without the use of decimals, as the TA system cannot accept the numbers in this format (i.e. enter as instead of ). Please use the following link to access the current valid 2017 HTS import tariff schedule: Preference Criteria: A - The good is "wholly obtained or produced entirely" in the territory of one or more of the NAFTA countries as referenced in Article 415. Note: The purchase of a good in the territory does not necessarily render it "wholly obtained or produced". If the good is an agricultural good, see also criterion F and Annex (Reference: Article 401(a) and 415) B - The good is produced entirely in the territory of one or more of the NAFTA countries and satisfies the specific rule of origin, set out in Annex 401, that applies to its tariff classification. The rule may include a tariff classification change, regional value-content requirement, or a combination thereof. The good must also satisfy all other applicable requirements of Chapter Four. If the good is an agricultural good, see also criterion F and Annex (Reference: Article 401(b)) C - The good is produced entirely in the territory of one or more of the NAFTA countries exclusively from originating materials. Under this criterion, one or more of the materials may not fall within the definition of "wholly produced or obtained", as set out in article 415. All materials used in the production of the good must qualify as "originating" by meeting the rules of Article Page 25 of 26

26 401(a) through (d). If the good is an agricultural good, see also criterion F and Annex Reference: Article 401(c). D - Goods are produced in the territory of one or more of the NAFTA countries but do not meet the applicable rule of origin, set out in Annex 401, because certain non-originating materials do not undergo the required change in tariff classification. The goods do nonetheless meet the regional value-content requirement specified in Article 401(d). This criterion is limited to the following two circumstances: 1. The good was imported into the territory of a NAFTA country in an unassembled or disassembled form but was classified as an assembled good, pursuant to H.S. General Rule of Interpretation 2(a), or 2. The good incorporated one or more non-originating materials, provided for as parts under the H.S., which could not undergo a change in tariff classification because the heading provided for both the good and its parts and was not further subdivided into subheadings, or the subheading provided for both the good and its parts and was not further subdivided. E - Certain automatic data processing goods and their parts, specified in Annex 308.1, that do not originate in the territory are considered originating upon importation into the territory of a NAFTA country from the territory of another NAFTA country when the most-favored-nation tariff rate of the good conforms to the rate established in Annex and is common to all NAFTA countries. (Reference: Annex 308.1) F - The good is an originating agricultural good under preference criterion A, B, or C above and is not subject to a quantitative restriction in the importing NAFTA country because it is a "qualifying good" as defined in Annex 703.2, Section A or B (please specify). A good listed in Appendix 703.2B.7 is also exempt from quantitative restrictions and is eligible for NAFTA preferential tariff treatment if it meets the definition of "qualifying good" in Section A of Annex Producer Code: State "YES" if you are the producer of the good. If you are not the producer of the good, state "NO" followed by (1), (2), or (3), depending on whether this certificate was based upon: (1) your knowledge of whether the good qualifies as an originating good; (2) your reliance on the producer's written representation (other than a Certificate of Origin) that the good qualifies as an originating good; or (3) a completed and signed Certificate for the good, voluntarily provided to the exporter by the producer. RVC: If the good is subject to a regional value content (RVC) requirement, indicate "NC" if the RVC is calculated according to the net cost method; otherwise, indicate "NO". If the RVC is calculated over a period of time, further identify the beginning and ending dates (MM/DD/YYYY) of that period. (Reference: Article 402.1, 402.5) Skip? (Y/N): If the part number is missing or pending NAFTA information at this time or if the part number is invalid or obsolete, then change this to Y. Otherwise, leave as N. Page 26 of 26

DONALDSON TRADE AUTOMATION SUPPLIER INSTRUCTIONS

DONALDSON TRADE AUTOMATION SUPPLIER INSTRUCTIONS I. INTRODUCTION Donaldson Company, Inc (Donaldson) uses a web-based system called Trade Automation to manage our Free Trade Agreement programs. Campaigns are created to request Free Trade Agreement information