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Tuesday, August 17, 2010

Top 5 AMS Filing Errors

Do the following errors sound familiar to anyone?
5. Bill Rejected, Bill Already on File
4. Manifest Not on File
3. No Bills Processed for Port
2. Bill of Lading Not on File

and the No. 1 problem I hear but is not listed as a customs error is..........
1. I'm missing the 1Y (this is no. 1 problem I hear from the NVO)

Let's start with no. 5, Bill Rejected, Bill Already on File

This can be more of an annoyance than an error. It can be generated just because the user is resending the same port pairs to customs everytime they add on new bills of lading to the manifest. Customs will send back the Bill Rejected, Bill Already on File message. It is a no fix error and you usually don't have to worry about it. But in some cases it can mean trouble.

Let's say your shipment missed the vessel and was rolled to another. You go into the Bill Header, change the vessel name and resend to customs and guess what? You get back "Bill Rejected, Bill Already on File". This time it really is an error. Customs is rejecting your manifest because you didn't send a delete amendment on the first vessel taking it off that manifest before you changed the vessel name.

# 4. Manifest Not on File. This error is generated when a user issues an amendment on a bill of lading that the original manifest was never accepted by customs. You should always check your original manifest is on file before you try to amend it.

# 3. No Bills Processed for Port. This error is generated when customs finds an error with either your vessel name, lloyds code, or country flag. I would say 9 times out of 10 it is the vessel name. Vessel names change but not the lloyds code, also customs may have a vessel name in their system abbreviated, not abbreviated, with or without a dash, etc. and doesn't match your sending of the vessel name EXACTLY. In that case, they will reject your entire manifest with the error message "No Bills Processed for Port". The first and easiest way to rid this error is to go to the Vessel Tables and check off the box next to the vessel name which reads Send to Customs. Leave it unchecked and leave the box next to the lloyds checked. This will send the lloyds code to customs and they will match it to the spelling of the vessel name they have on file. If this doesn't work, you will need to confirm your lloyds code and country flag. If the vessel has never called the U.S. before, then customs may be in need of more vessel details so you can contact Artemus for further assistance.

# 2. Bill of Lading Not on File. This error is sent to the ISF filer when the ISF does not match a bill on file in AMS. It could be a typo in the bill number. I have even seen incorrect SCACs sent on the ISF versus the AMS.

# 1. And the No. 1, Where is my 1Y?
All the above errors could also be the reason for your missing 1Y. That is because in all the above scenerios your AMS manifest may not even be on file. If your manifest is not on file, then of course you cannot receive a 1Y.

There is a misconception that many users have that a 1Y means your manifest is on file and this is not true. The ONLY way to confirm your AMS is on file is to check from the AMS Main Screen under Original Manifest Tracking and Show Acknowledgement to see if your bills of lading sent out were accepted or rejected by customs. You have a reference number issued by our system to match customs' response to each transmission you send out. It notes whether or not customs finds errors, how many bills are accepted, how many are rejected.

I find many users are not looking here but looking at disposition codes instead for the acceptance. Disposition codes carry over from previous transmissions and if you have a shipment that rolls from one vessel to another, the codes roll with it and that includes a previous 1Y. That 1Y doesn't mean your manifest on the new vessel however was accepted.

It is very important that users train themselves to look at the acknowledgements provided on the AMS Main Screen from customs for their confirmation that their AMS is on file and if not, the reason why. This will help them avoid penalties and cargo delays when outturned.

Please don't hesitate to contact us at Artemus if you have any questions regarding your AMS filings. Stay tuned for common errors on ISF filings coming out next.

www.artemus.us