Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1694499922880.pdf (Antigua and Barbuda)
CUSTOMS DECLARATION USER MANUAL 0 Table of Contents Introduction ..................................................................................................................................... 2 Access Customs ASYCUDA World System Login ....................................................................... 3 New SAD Declaration .................................................................................................................... 4 The Detailed Declaration ................................................................................................................ 4 Completing Declaration General Segment ..................................................................................... 5 Add New Items (if required) ........................................................................................................... 8 Valuation Note Form ...................................................................................................................... 8 Item Valuation Note ...................................................................................................................... 10 Other Attached Document ............................................................................................................ 12 Invoice Information ...................................................................................................................... 13 Container Information (If Required) ............................................................................................. 16 Value Declaration form................................................................................................................. 19 Storing a Declaration (SAD) ......................................................................................................... 20 Validation and Assessing the SAD ................................................ Error!
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Verifying and Registering the SAD………………………………………………………………………………………………………….22 Retrieving a Stored Declaration……………………………………………………………………………………………………………..23 Assessment Notice ........................................................................................................................ 24 Make Payment and Request Selectivity ........................................................................................ 25 Collect Goods................................................................................................................................ 27 How to use the Declaration Tool (Icon) Bar………………………………………………..……30 Explanation of the SAD Data Elements……………………………...…………………………..31 Page | 1 Introduction The declaration processing capability is the core component of any Customs Software.
It reflects both the system behavior and the Customs practice in force.

When it is plugged into its surrounding environment, which includes the Customs Tariff, reference tables, taxation rules and the other Customs legal basis, a complete customs automated system is created.

The SAD (Single Administrative Document) is used to control the import and export of goods in Antigua and Barbuda.
The SAD includes data used to calculate and eventual collection of tax es and duties as well as the main source of national trade statistics.

Asycuda World provides a robust, comprehensive declaration processing capability, which is based on using the SAD as a standard form.

Th e S AD (developed by the EU and called for as an ‘International Standard’ by the WCO), as utilized by AW Declaration Processing Capability (DPC), covers all Customs procedures and regimes.
In this system, the input and assessment of declarations is done by the importer/broker, thus eliminating unnecessary paperwork, and time spent at the department.

The Customs on the other hand do the control portion of the customs declaration process.

This manual is presented in a user friendly manner with written instructions and graphic illustrations to ensure that persons who interact with the system are both knowledgeable and comfortable.
It is intended to complement the hands-on training being provided by the ASYCUDA Project team and will serve as a permanent record for future reference.

Access to ASYCUDA World is to be granted through an application process.

A user or director of an entity applies to the Comptroller of Customs using a prescribed form called “ASYCUDA WORLD USER REGISTRATION FORM”.

The form makes provisions for a principal user (The applicant) and persons who can act on behalf of the applicant.
Each commercial type applicant account will be linked to a national tax payer Identification Number (TIN).

Thus, each user included on an application will also be linked to the principal tax payer ID.

Comptroller of Customs for Antigua and Barbuda will issue each applicant and its designated user(s), a login name and initial password to enable access to ASYCUDA World.
Once a user has logged in successfully, the system will force a change of password based on a predetermined level of complexity that enhances the strength of the password.

Once the password is successfully changed, the user may subsequently change the password at his or her discretion.

However, the system will force a change of password every six months or whenever a user request a password change due to a forgotten password.
Page | 2 STEP 1: To Access Customs ASYCUDA World System Login Enter the username and password provide by Customs.

Click the check mark or press enter to validate input of user name and password as illustrated in figure 1 below.

Figure 1 After you have successfully logged into ASYCUDAWORLD click the “Document Library” icon in the upper left hand corner as illustrated in figure 2 below.

Figure 2 Document Library icon This will open the document library frame located to the right hand corner of the screen.
Note: The user can also access the document library menu by selecting “file” and then “document library” and the menu option required.

Before keying declaration details, please ensure that you have all the required documents, such as the ASYCUDA bill of lading, invoices, and freight document and any other permits or licenses which must be submitted with the declaration.

Ensure that you have scanned all copies of these documents and placed them in a folder on your computer for upload.
Page | 3 STEP 2: New SAD Declaration Invoke the “Goods Clearance” by navigating the Document Library using this path: ASYCUDA Goods Clearance Declaration Detail Declaration Right click Detailed Declaration New as illustrated in figure 3 below.

Figure 3 STEP 3: The Detailed Declaration Right clicking on the detail declaration will open a sub menu that contains two (2) major operations that may be carried out:  “New” - Preparing a completely new declaration.
 “Find” - Finding a previously prepared declaration There are a number of other find options which filter the find search for a declaration according to its colour or status.

SAD (Single Administrative Document) form and its subsequent forms The SAD form/Detailed Declaration is composed of ONE (1) main form and Eight (8) subsequent forms, namely: 1.

SAD (Main form) and SAD item page (For multi item declaration).

2.

Valuation Note form.

3.

Assessment Notice form.

Page | 4 4.

Information Page.

5.


Other Attached Documents Page form.

6.

Other Scan Document.

7.

Scanned Invoice(s).

8.

Items administration selectivity.

NB: Use the TABS at the bottom of the main form to navigate between forms.

SAD (Main form) SAD main form consists basically of two (2) segments: the general segment and the item segment.
The general segment covers general information about the entire consignment such as exporter, consignee, declaration type, etc…, while the item segment contains all necessary specific information required to clear the consignment such as commodity code, value, country of origin, etc.

STEP 4: Completing Declaration General Segment After selecting the declaration model, the system will display the Single Administrative Document – (SAD); complete all the fields; begin with the general segment.
In Box 1 select the model of Declaration according to the Customs Regime required for the goods being Imported or Exported.

NB: It is very important to make sure that you select the correct model of declaration since it will determine the type of controls and data that the system will make available on the declaration form.
Page | 5 Declaration – General Segment Item Segment Calculation Boxes Figure 4 Example of an empty completed Single Administrative Document – SAD general and item segment before information is inputted is illustrated in figure 4 above.

Page | 6 General Segment Items Segment Calculation Boxes Figure 5 Example of a completed Single Administrative Document – SAD general and item segment is illustrated in figure 5 above.
Page | 7 STEP 5: Add New Items (if required) If you have more than one item, click the as illustrated in figure 6 below.

add item icon in the tool bar above the main form Add Item Figure 6 A new numbered tab will be attached to the main form of the declaration with the additional item as illustrated in figure 7 below.

The fields on this form are identical to the fields of the item segment of the main form.
Figure 7 Page | 8 STEP 6: Valuation Note Form Figure 8 This form contains the global invoiced value of all the goods declared in the main SAD form.

In addition, it allows input of value build up information such as freight and insurance costs and automatically apportions the costs between the declaration items as illustrated in figure 8 above.
The fields of the General Valuation Note are: Invoice value External freight Internal freight Insurance Other costs NB: It automatically apportions the costs between the declaration items when two more items are declared.

Page | 9 STEP 7: Item Valuation Note A Valuation Note must be completed for each item entered.

A declaration contains as many Item Valuation Note forms as the number of items declared in the main SAD form.
Each of them contains the item invoiced value and it allows input of value build up information such as freight and insurance costs.

Upon the completion of all customs value related elements, the CIF value (which is the tax base for customs duties) is automatically calculated for each item as illustrated in figure 9 below.
Figure 9 Page | 10 For each cost element the currency should be put in the appropriate field and consequently the exchange rate (if different from the national currency) is automatically brought from the currencies file and filled in its appropriate field as illustrated in figure 10 below.

Figure 10 Page | 11 STEP 8: Other Attached Document Complete the Attached Documents form as illustrated in figure 11 below.

This form contains the references of the documents attached to the declaration.
For example invoices, Waybills (BOL/AWB), Insurance, License, Permits etc.

View Icon Add icon Figure 11 The declarant must also scan the attached documents to Customs using the tool provided in the reference field of the attached document form as illustrated in figure 11 above.

Click on the reference field of the attached document to access the drop down window.

Choose the “Search File” option to find the document on your hard drive to send to Customs as illustrated in figure 12 below.
Figure 12 Page | 12 Use the information Page tab to input any pertinent information pertaining to the declaration as illustrated in figure 13 below.

Figure 13 STEP 9: Invoice Information Click other scanned invoice(s) tab to view the form as illustrated in 14 above.
Figure 14 Figure 15 Page | 13 The declarant will first have to fill in supplier’s information for each supplier’s invoice Or Type in your value declaration registration number and date into the “value declaration form details” section as illustrated in figure 15 above.

This option will import the supplier’s details from the value declaration form.

Click the add page icon and search for the invoice you wish to upload as illustrated in figure 16 below.
Add Page Upload Figure 16 Click the upload button to upload the document as illustrated in figure 16 above.

Add Supplier Upload Select the Page | 14 Figure 17 type of document you have uploaded as illustrated in figure 17 above.

Click Add Supplier Button to Enter Additional Invoices Suppliers as illustrated in figure 17 above.

Uploading other scanned documents Click other scan document tab as illustrated in figure 18 below.
Figure 18 Add the additional suppliers and upload the documents as illustrated in figure 19 below.

Figure 19 Page | 15 Figure 20 Click the page icon and search for the document you wish to upload as illustrated in figure 20 above.

Figure 20 Click the upload button to upload the document illustrated in figure 21 above.
Figure 21 STEP 10: Container Information (If Required) If the SAD box 19 is ticked, to indicate that the consignment is containerized, the container list Tab will appear at the bottom of the SAD and it will be necessary to complete the container list correctly before the declaration will be recognized by the computer as valid.

You then click on the container list tab, and then complete the details as illustrated in the figure 22 below.

Page | 16 Figure 22 Sample of completed container form.
STEP 11: Value Declaration Form Invoke the Goods Clearance by navigating the Document Library using this path: ASYCUDA Goods Clearance Declaration Detail Declaration Right click on Value Declaration as illustrated in figure 23 below.

Page | 17 Figure 23 Page | 18 STEP 12: Storing a Declaration (SAD) One may choose to store the declaration to retrieve for later use.

The Declarant can store the SAD on the Customs ASYCUDA World server by clicking on the store icon as illustrated in figure 24 below.
The user can store a declaration at any time even if the document is not completed.

Store Icon Figure 24 On selecting the Store option, the system will display the following screen, confirming that the “Store” of your declaration has been successful as illustrated in figure 25 below.

Figure 25 Click on Tick Page | 19 STEP 13: Validation and Assessing the SAD The Declarant must then “validate and assess” the SAD by clicking the “Validate and Assess” icon as illustrated in figure 26 below.
Assess means that you are submitting the declaration for Customs acceptance and to acknowledge the values included in it as correct.

Validate and Assess Figure 26 After Validation, the system will display: a Declarant Reference Number, a Customs Reference Number, and an Assessment Reference Number.

Each number is unique to each declaration, and any one of them can be used to retrieve it.
The Declarant Reference number is made up of the year, the Declarant’s Identification Number and his/her Reference Number.

The Customs Reference Number (Registration Number) is preceded by the prefix C and followed by the date when the SAD is registered.

The Assessment Number is preceded by the prefix L and followed by the date when the SAD is assessed as illustrated in figure 27 below.

Figure 27 Page | 20 The declarant receives an email message indicating your SAD have been assessed.
The Declarant must print a copy of the Assessed Declaration for Customs.

STEP 14: Verifying and Registering the SAD After all mandatory fields have been entered on all the necessary forms, the declarant must “Verify” the SAD by clicking the Verify icon on the top of the form as illustrated in figure 28 below.

Click verify Figure 28 The system will send a message to the user if there are errors on the SAD.
The verification process will not be complete until all errors are corrected as illustrated in figure 29 below.

Figure 29 NB: One of the many errors that can be sent to the users.

Page | 21 If there are no errors on the SAD, the system will verify the SAD as illustrated in figure 30 below.
Figure 30 STEP 15: Retrieving a Stored Declaration To retrieve a stored declaration go to the document library and follow the following path as illustrated in figure 31 below: Asycuda Goods Clearance Declaration Detailed Declaration in and right click on FIND.

Figure 31 In the finder use reference number to find declaration and select button as illustrated in figure 32 below.
Page | 22 Figure 32 Right click on the desired document as shown below and select Retrieve to continue working on the declaration as illustrated in figure 33 below.

Figure 33 Page | 23 STEP 16: Assessment Notice Figure 34 The Assessment Notice Form contains information about the assessment of the declaration.

It is generated upon the validation of the declaration.

It contains the summary of duties and taxes payable for the entire declaration.
The assessment notice is updated after payments have been made and the rectification of the declaration as illustrated in figure 34 above.

Page | 24 STEP 17: Make Payment and Request Selectivity Supply the cashier with the Assessment number of your declaration to make payment as illustrated in figure 35 below.

Figure 35 Page | 25 FIGURE 36 The Cashier will issue a receipt to confirm payment of declaration as illustrated in figure 36 above.
Once payment is effectuated/finalized, the system will automatically issue the selectivity criteria on the paid declaration(s).

If no duty is payable, the auto selectivity will be executed for the assessment.

An email will be sent to all users linked to the declaration profile.

The system will indicate with a message the assigned lane for your declaration.
All declarations with RED or YELLOW lanes will have a Customs Officer assigned for examination and/or documentary check as illustrated in figure 37 below.

Figure 37 Page | 26 The system has four (4) selectivity lanes for your declaration: (1) Red Lane This means that your declaration requires both documentary check and physical examination.

Present to customs a printed Assessment Notice with all relevant documents and await physical examination.
(2) Yellow Lane This means that your declaration only requires a documentary check.

Present to customs a printed copy of your Assessment Notice and all relevant documents.

(3) Blue Lane This means that your declaration has been automatically authorized to be released, however, your documents and goods will undergo post clearance audit checks by Customs.

(4) Green Lane This means that your declaration has been automatically authorized to be released.
If it is an import, you can collect your consignment from the custodian of goods.

If it is an export then your goods are ready to be shipped.

Note: Customs reserves the right to examine goods assigned to the Green lane.

STEP 18: Collect Goods Lodge Documents (Where goods are located).

Proceed to station where goods are located.

Officer will advise whether you should wait or return for examination based on the work load.

Only Red and Yellow lane declarations should be lodged.
Upon examination of goods/document, the officer will issue a release order which must be taken to the cargo custodian for delivery as illustrated in figure 38 below.

Page | 27 Figure 38 Page | 28 STEP 19: How to use the Declaration Tool (Icon) Bar Figure 38: declaration tool (icon) bar Document verification; to check all declaration fields for coherence and syntax.
STORE, To Store the SAD on Customs ASYCUDA World server Validation and assessment; it is a two-in-one icon that does both validation as well as declaration assessment, i.e., calculation of duties and taxes 1 2 1- Import from AW XML file; retrieve declaration data that have been stored locally on a workstation in an XML file for further processing.

2- Export to AW XML file; store declaration data in XML file on a workstation for later processing.
Add supplier Delete item; to delete an item from the declaration.

1 2 1- Hard copy 2- Customized; print on a pre-printed form.

View total mass and View total packages; displays the total weight and total packages of all items belonging to the declaration.

Add item; to add an item that belong to the declaration.

Generate periodical summary declaration; to generate a periodical declaration if the authorization number is valid.

Page | 29 Finder; search for documents in ASYCUDA World database.
Help; provides the user with an online help.

STEP 20: Explanation of the SAD Data Elements Box No.

A Table 1: SAD fields Box Caption Description Customs declaration* office of A customs office at which a declaration is lodged.

In case of IMPORT the field name is: Office of is: Office of in EXPORT destination while dispatch/Export.

it 1 Declaration* The declaration model selected by the user.

Type of declaration code according to the standard (EX1, EX2, IM4, etc...).
Page | 30 2 Exporter* Party who makes, or on whose behalf, the export declaration is made and who is the owner of the goods or has similar right of disposal over them at the time when the declaration is accepted.

In case of IMPORT the exporter is residing outside the country of destination and consequently his information does not exist in the reference data tables.

Thus, his information is entered manually as written in the transaction’s documents.
In case of EXPORT, his the relevant information should be stored reference table and could be filled in automatically either popped up or using the finder.

in 3 4 Load List Used by the system.

The number of loading lists, manifests or similar documents.

(Known also as waybill).

5 Items Number of declared items.

Manifest* Reference number to identify a manifest.

6 No.
6 No.

packages* Total number of packages for the whole declaration; packages are made in such a way that they cannot be divided without first undoing the packing.

The Number of Package can never be 0.

7 Reference* number 8 Consignee* Trader’s Declaration reference number.

A number given to the declaration from the trader’s register.

it to retrieve/modify his The trader can use declarations.

The Declarant cannot use it more than once in the same year.

Year, number e.g.

2015871.


Name [and address] of party who makes, or on whose behalf a Customs clearing agent or other authorized person makes, an import declaration.

This may include a person who has possession of the goods or to whom the goods are consigned.

Page | 31 9 Financial Name and address of the party responsible for either the transfer or repatriation of the funds relating to a transaction.

10 Country last consignment.


* Country from which goods have been or will be consigned prior to final importation.

The last country where the goods were placed on board the means of transportation before arriving into Belize.

11 Trading country.

* Country in which the deal was done.

(It might be useful as an indicator for the customs value).

12 13 14 Value details Additional cost items.

C.A.P Common Agricultural Policy.

Not Used.


Declarant* Customs clearing agent; could be the trader, if he is authorized to clear his consignments by himself, or a brokerage agency.

15 Country of export* C.E.

* Country from which goods are dispatched between countries of a Customs union, Dispatch country, Country of exportation, Country of provenance.

16 Country of origin* The nation from which the goods are first exported.
Country in which the goods have been produced or manufactured, according to criteria laid down for the application of the Customs tariff or quantitative restrictions (quota), or any measure related to trade.

17 C.D.

* Country of destination* Country of destination; the country to which a consignment is to be delivered to the final consignee.
18 Identity and nationality* of active means of transport at Means of transport used at the time of presentation (departure for export, arrival for import) of the consignment to a Customs office in the context of a Page | 32 departure goods declaration.

19 Ctr.

Container An indication whether goods are transported as a Full Container Load (FCL) or not.

20 Delivery terms* Terms of delivery.


21 22 Identity and nationality* of active means of transport crossing the border Currency* & total amount invoiced Free form description of a type of means of transport.

Total monetary amount charged in respect of one or more invoices associated with the currency in which goods were purchased.

The red underline draws the user’s attention to the general valuation note form.
23 Exchange Rate The rate at which one specified currency is expressed in another specified currency.

24 24 25 Nature of transaction.

* Code-1 specifying a type of contract under which the goods are supplied.

Nature of transaction.

* Code-2 specifying a type of contract.

/.

Sub category Code-1 and Code-2 should read together In order to give a comprehensive description of nature of transaction.

Mode transport at border* Code specifying a type of means of transport.
26 Inland mode Code specifying a type of means of transport for in- Page | 33 transport* country transportation.

27 Place of discharge* Name of a seaport, airport, freight terminal or other place at which goods are loaded onto the means of transport being used for their carriage.

28 Financial and banking data* Bank code.

28 Terms of Payment* The financial agreement between the buyer and seller of the goods.

29 Office of entry* Customs office at which the goods enter the customs territory of destination.
30 Location of goods* Name of the place where a specific goods item is located and eventual location in which physical inspection might take place.

31 Packages and description of goods* Plain language description of the nature of a goods item sufficient to identify it for customs, statistical or transport purposes.

The kind of package code is chosen the corresponding text is printed on the next line.

from a drop down menu and 32 33 34 Item No.

Serial number of the item in that declaration.


Commodity code* Code (Harmonized system) specifying a type of goods for Customs, transport or statistical purposes.

Country Code* of Orig.

A code to identify the country in which the goods have been produced or manufactured, according to criteria laid down for the application of the Customs tariff or quantitative restrictions, or any measure related to trade.
Page | 34 35 Gross mass* Weight (mass) of goods including packaging but excluding the carrier's equipment.

36 Prefer.

Code* Code specifying a regime according to which tax is assessed such as preferential duty rate.

37 PROCEDURE* Code specifying a procedure performed by Customs on goods which are subject to Customs control.

The first part (Customs Procedure Code) identifies the treatment which the goods are to receive.
The second part is known as the additional CPC Code and is used to identify if the goods are claiming a special duty/tax treatment.

38 39 40 Net mass* Weight (mass) of goods without any packaging.

Quota Not used.

Summary declaration/Previous document* The identifier of a previous Customs document i.e.

Customs Waybill.

41 Supplementary units Quantity of the goods in the unit as required by Customs for tariff, statistical or fiscal purposes.
42 Item price Amount due for each chargeable item of goods or services.

43 44 Valuation code Additional information method Method used to value the declared item.

Identifier of a document providing additional information.

Page | 35 45 VIN Vehicle Identification Number.

46 Statistical value Value declared for statistical purposes of those goods in a consignment having the same statistical heading.
47 Calculation of taxes A mathematical formula is adopted to calculate the various duties / taxes /fees due on each item of the consignment.

This encompasses duties or taxes applicable to commodities.

The formula is applied on the tax base relevant to each tax type.

48 49 Deferred payment/Prepayment Reference number identifying a payment of a duty or tax.

Identification of warehouse* identify a warehouse where a particular To consignment has been stored.
50 Principal* Name and address of a party liable for goods moving under a customs authorization and, when applicable, a guarantee.

51 52 Intended office of transit Name of the customs office which is responsible for transit formalities en route.

Guarantee not valid for Customs office at which a security or guarantee for the movement of goods under a transit procedure is lodged.

53 Office of destination and country Name of the customs office at which goods are released from a Customs transit regime.
54 Place and date To be filled by the representative of the trader indicating the date of the declaration and the name of the representative.

Page | 36 Customs Office Of Departure Transit.

Proof that a document has been authenticated indicating where appropriate the authentication party.

Results of customs controls, name and signature of customs officer and stamp.

Page | 37