RESTRICTED
WORLD TRADE IDB/URM/3/Add.2
22August 1996
ORGANIZATION(96-3285)
INTEGRATED DATA BASE
IDBUSER REFERENCE MANUAL
PART III-ADDENDUM 2
REFERENCE MANUAL FOR THE
IDBPCDATA ENTRY APPLICATION
Note bytheSecretariat
Thispaper isaguide forpreparing submissions according totheIDB"simplified" formats using the
IDBPCData Entry Application. Refer todocument IDB/URM/3/Add.1 foradescription ofthe
"simplified" IDBformats.IDB/URM/3/Add.2
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TABLE OFCONTENTS
Page
INTRODUCTION ......................................... 3
SUMMARY OFOPERATIONS ................................ 4
HELP FACILITY AND TECHNICAL ASSISTANCE .................. 5
INITIAL ENTRY SCREEN ................................... 6
DATA ENTRY ........................................... 7
STEP 1-INITIAL SETUP ................................ 9
STEP 2-DEFINE COUNTRIES ............................ 10
STEP 3-DEFINE COUNTRY GROUPS ....................... 12
STEP 4-DEFINE DUTY TYPES ............................ 14
STEP 5-PRODUCT DESCRIPTIONS DATA ENTRY .............. 16
STEP 6-CODED TARIFF DATA ENTRY ..................... 18
PRINT FACILITY ......................................... 20
CROSS-CHECKING RULES FOR THE CODED TARIFF FILE ........ 21
EXPORT FACILITY ....................................... 22IDB/URM/3/Add.2
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INTRODUCTION
TheIDBPCData Entry application wasdeveloped bytheWTO Secretariat toprovide IDB
participants withsoftware tofacilitate thepreparation ofIDB"simplified" submissions innational
capitals. Theapplication isavailable inthethree official languages oftheWTO -English, French
andSpanish.
Thesoftware allows forthedataentry ofinformation forthecoded tariff fileandtheproduct
description fileaswellasforthepreparation ofreference filespertaining totrading partner countries
eligible, where applicable, forthevarious types ofpreferential duties recorded. Additional features
oftheapplication allow forcopying files, options forentering databydefault values, printfacilities
andcross-checking oftheinformation entered.
Theinstallation software andassociated filesmaybecopied toanetwork drive fortheinstallation
process. However, theapplication willrunonlyinstand-alone mode onindividual users'PCs.
Configuration
Itisrecommended torunthesystem onaPCwiththefollowing configuration:
- Pentium CPU, 486CPU or386CPU,
- Minimum 4megabytes RAM, 8or16megabytes RAM recommended,
- Microsoft Windows 3.1orhigher,
- Colour Super VGA monitor,
- Minimum 10megabytes ofspace available ontheharddiskand
- Amouse.
Installation
Toinstall theapplication, proceed asfollows:
- StartMicrosoft Windows andopentheProgram Manager.
- Insert thesetup diskindrive A.
- From theFilemenu, choose Run.
- Type "A:setup" intheCommand Line.
- Click OKandthenfollow theinstructions onthescreen.IDB/URM/3/Add.2
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SUMMARY OFOPERATIONS
Theapplication ismenu-driven andduring theprocessing, screens areprovided toselect thesteps to
befollowed forthepreparation ofthesubmission:
1. TheInitial Setup screen isused toenter thereporting country (country making the
submission), thelanguage version oftheapplication required andtheyearofthesubmission.
2. TheDefine Countries screen isused todefine thecountries and/or groups ofcountries
benefitting from preferential tariff relationships withthereporting country.
3. TheDefine Country Group screen isusedtodefine thecomposition ofcountry groups
identified where applicable, instep2above.
4. TheDefine Duty Type screen isusedtodefine thetypes ofduties (MFN andpreferential)
toberecorded inthesubmission.
5. IntheData Entry -Product Description screen, thetariff linenumbers andthe
corresponding product descriptions areentered using asabasis theHSsix-digit headings
provided withtheapplication. However, ifthereporting country isalready included inthe
IDB, theproduct descriptions oftheprevious submission totheIDBarealsoprovided with
theapplication. These canbeusedasabasis toenter thetariff linenumbers andtheproduct
descriptions ofthenewsubmission. Thetariff linenumbers must bedefined before the
corresponding dutyinformation isentered. However, itisnotnecessary toenter theentire
tariff nomenclature before entering thedutyinformation. Forinstance, theinformation could
beentered byHSChapter, firstentering thetariff linenumbers anddescriptions andthenthe
dutyinformation foreachHSChapter.
6. IntheCoded Tariff Entry screen, thedutyratesandthevarious codes attached toeachtype
ofcustoms dutyareentered foreachtariff line.Thedutyinformation canbeentered from
scratch or,forreporting countries already included intheIDB, canuseasabasethecoded
tariff filefrom theprevious year'ssubmission totheIDB.
7. ThePrint screen isusedtocheck thecontents ofthefilesforerrors within records oramong
records (cross-checking) andtoprintthefilesusing thePrint feature.
8. Finally, when thedataentry iscompleted andchecked, theExport screen isusedtoexport
thefilestotheformatted textfilesusing theExport facility. These textfilescanbethen
forwarded totheWTO Secretariat forinclusion intheIDB.IDB/URM/3/Add.2
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HELP FACILITY AND TECHNICAL ASSISTANCE
Anon-line Help facility provides definitions andexplanations ontheinformation tobeentered and
describes thevarious operations offered asoptions ineachscreen. Iffurther information orassistance
isrequired, theWTO Secretariat canbecontacted atthefollowing addresses:
General information:
WTO -World Trade Organization
Statistics andInformation Systems Division
RuedeLausanne 154
1211 Geneva, Switzerland
Fax:+41227395783
Technical support:
Queries regarding theIDBdatashould beaddressed to:
Mr.Gérard Tourette (attheabove address)
41227395419 (telephone)
Gerard.Tourette@wto.org (Internet)
Queries regarding theIDB/PC DataEntry software should beaddressed to:
Mrs. Krisni Tosetti (attheabove address)
41227395178 (telephone)
Krisni.Tosetti@wto.org (Internet)
Geneva islocated intheCentral European time-zone (GMT +1hour).IDB/URM/3/Add.2
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INITIAL ENTRY SCREEN
Thisguide describes thesteps required tosetuptheapplication filesandhowtoenter data. The
topics covered are:
-dataentry facilities
-printing andcross-checking facilities and
-exporting offilesentered.
Theon-line helpfacility provides explanations onthecontents andmeaning ofthevarious elements
ofinformation tobeentered andtheinstructions foruseoftheapplication.
Thisguide should beusedinconjunction withtheWTO document IDB/URM/3/Add.1 -"Reference
Manual forthePreparation of"Simplified" IDBSubmissions.IDB/URM/3/Add.2
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DATA ENTRY
Thisscreen provides features toenter theinformation recorded inthevarious reference filesrequired
bytheapplication, theproduct descriptions andthecustoms duties (coded tarifffile). Theusershould
proceed asfollows:
Step1-Initial Setup: Click onthe"Initial Setup" button, thenclick onthe"Data Entry"
button togotothe"Initial Setup" screen.
Step2-Define Country: Click onthe"Country" button, thenclick onthe"Data
Entry" button togotothe"Define Country" screen.
Step3-Define Country Group: Click onthe"Country andcountry group" button, thenclick
onthe"Data entry" button togotothe"Define Country and
country group" screen.
Step4-Define Duty Type: Click onthe"Duty type" button, thenclick onthe"Data
entry" button togotothe"Define Duty type" screen.IDB/URM/3/Add.2
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Step5-Product Descriptions Entry using theHSSix-digit File:
Click onthe"Product description (from HS6)" button andthenclick
onthe"Data entry" button togotothe"Entry -Product Description
HS6" screen. Thisscreen isusedtoenter thetariff linenumbers and
product descriptions using theHSsix-digit headings asthesource.
-Product Descriptions Entry using thePrevious Year'sFile:
Click onthe"Product description (from previous year)" button and
thenclick onthe"Data entry" button togotothe"Entry -Product
Description" screen. This screen isused toenter thetariff line
numbers andproduct descriptions using theprevious year'sfileasthe
source.
Step6-Coded Tariff Entry : Click onthe"Coded Tariff" button, thenclickonthe"Data
Entry" button togotothe"Entry Coded Tariff" screen.IDB/URM/3/Add.2
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STEP 1-INITIAL SETUP
Thisscreen isusedtorecord general information concerning thereporting country andtoselect the
language version oftheapplication.
- Click inthecountry boxandselect thecountry codeforthereporting country.
- Click inthelanguage boxandchoose oneofthethree WTO official languages toselect the
language version oftheapplication.
- Click intheyearboxandselect theyeartowhich thesubmission refers.
Anoption tocopyaprevious year'scoded tariff fileandproduct description fileisavailable forthose
reporting countries which hadpreviously made submissions totheIDB. Theentire file(s) canbe
copied using the"Copy datafrom previous year" button. Itisalsopossible tocopy coded tariff
records tariff linebytariff lineiftheuserchooses towork inthisfashion. The"Copy record"
facility isdescribed laterinthisdocument.
Click OKtoconfirm theselections made andtoreturn totheIDBSubmissions screen.IDB/URM/3/Add.2
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STEP 2-DEFINE COUNTRIES
Thisscreen isusedtodefine thecountries orcountry groups which benefit from preferential tariff
arrangements. Thecountries selected areusedinstep4below todefine thetypeofdutywhich
applies toeachcountry orgroup ofcountries.
- Intheleftmost column ofthescreen, therecord selected isindicated byanarrow.
- Acountry isselected byfirstfilling inthenational country code. Thenational country codes
usedshould bethesame asthose usedintheIDBimport statistics submission. Click inthe
WTO codetocopyautomatically theWTO codeintothenational code. Ifanational country
codeisused, itmust beentered manually. Ifacountry isnotfound inthelistofWTO
countries, follow theinstructions forNewEntry, below.
Next, select thecountry byclicking inthecorresponding "select" box. AnXwillappear on
theentry, indicating thatthecountry hasbeenselected.
Thetype(c/g)boxisusedtoindicate whether thecountry selected represents anindividual
country (c)oragroup ofcountries (g).Click inthe"type" boxtochange thedefault value
from (c)to(g),ifthecountry codeentered represents agroup ofcountries. When agroup
ofcountries (e.g.NAFTA, ACP, ASEAN) iscreated, allthecountries belonging tothegroup
must beselected.
Tocancel theselection ofanentry, click onthe"select" boxfortheentry. TheXwill
disappear.IDB/URM/3/Add.2
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Thecommand buttons atthebottom ofthescreen areusedasfollows:
- Delete record: Click onthisbutton todelete therecord currently selected. Notethat
oncearecord isdeleted, theonlymeans ofrestoring itistoeither re-
install thesoftware (thus losing allwork todate) ortore-enter the
record manually.
- NewEntry: Click onthisbutton toposition thecursor attheendofthefile.
Next enter thenewcountry code orcountry group code inthe
national codeboxandclickonthetypeboxtoobtain either "c"for
anindividual country or"g"foracountry group. Donotforget to
enter thecountry name. Ifacountry group iscreated, donotforget
toselect allthecountries belonging tothegroup. Itisnotnecessary
todefine thecorresponding WTO codewhen acountry orcountry
group iscreated bytheuser.
- Country/group: Click onthisbutton togodirectly totheDefine Country and
Country Group screen.
- Duty Type: Click onthisbutton togototheDefine Duty Type screen.
- Help: Click onthisbutton togeton-line Help forthisscreen.
- Back: Click onthisbutton toreturn totheIDBSubmission screen.IDB/URM/3/Add.2
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STEP 3-DEFINE COUNTRY GROUP
Thisscreen isusedtodefine thecomposition ofcountry groups. Thescreen shows thecountry group
codes onthefirsthorizontal lineandthenallthecountries previously selected intheDefine Country
screen.
Intheleftmost column ofthescreen, therecord selected isindicated byanarrow.
Thefirststepistosetupthecountry group boxes:
- Group id: Click ongroup idboxtoselect anidnumber forthecountry group (e.g.
g01).
- Group name: Click onthegroup name boxandselect acountry group (which wasdefined
instep2).
- Addtothelist: Click onthisbutton toaddthecountry group tothegroup box.
Upto30country groups canbedefined.
Thesecond stepistodefine thecomposition ofthegroup. Click inthecorresponding country boxes
under thegroup column todefine thegroup composition. AnXwillappear intheboxes forcountries
selected.
Tocancel theselection ofanentry, clickonthe"select" boxfortheentry. TheXwilldisappear.IDB/URM/3/Add.2
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Thecommand buttons atthebottom ofthescreen areusedasfollows:
- Country: Click onthisbutton togototheDefine Country screen.
- Help: Click onthisbutton togeton-line Help forthisscreen.
- Back: Click onthisbutton toreturn totheIDBSubmission screen.IDB/URM/3/Add.2
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STEP 4-DEFINE DUTY TYPE
Thisscreen isusedtoidentify thetypes ofduties tobeusedintheCoded Tariff DataEntry Screen
andtoidentify thecountries orcountry groups towhich preferential duties areapplicable. MFN
duties (duty types 01-09) cannot beassociated with individual countries. Document
IDB/URM/3/Add.1 should beconsulted forfurther explanations onassociating partner countries with
preferential duties.
- Intheleftmost column ofthescreen, therecord selected isindicated byanarrow.
- AnMFN dutyisselected byclicking intheselect boxcorresponding totheduty. AnXwill
appear onthescreen, indicating thatthedutyhasbeenselected.
- Preferential duties areselected inadifferent manner. Foreachpreferential dutyselected, the
corresponding partner countries must befilled ineither withthenational country code(or
WTO code) orthenational country group codecreated previously intheDefine Countries
screen. Ifunder agiven preferential agreement, adutyapplies toalltrading parties tothe
agreement, thedutyshould beassociated withthepartner "TOTAL -000".1
Tocreate anentry forapreferential duty:
1Using thesame logic applying toMFN duties, general duties andunspecified duties -see
document IDB/URM/3.Add.1 forfurther explanations.IDB/URM/3/Add.2
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Select Partner: Select thedutytypebyclicking inthepartner boxcorresponding to
thedutytypedesired. Next, clickontheselect partner boxatthetop
ofthescreen. Alistofpartners willappear. Partners areselected
byclicking onthepartner andthenclicking ontheAddtoList
button. Enter thedescription ofthedutytypeselected.
AddtoList: Click onthisbutton toaddthedutytype/partner selection tothelist
ofduties selected.
More countries: Click onthisbutton todefine additional countries using theDefine
Country screen.
Tocancel theselection ofanentry, clickontheselect boxfortheentry. TheXwilldisappear.
Thecommand buttons atthebottom ofthescreen areusedasfollows:
- Delete record: Click onthisbutton todelete therecord currently selected. Notethat
oncearecord isdeleted, theonlymeans ofrestoring itiseither tore-
install thesoftware (thus losing allwork todate) ortore-enter the
record manually.
- NewEntry: Click onthisbutton toposition thecursor attheendofthefile.
Next, enter thenewdutytype/partner information inthenewentry.
Donotforget toclickontheSelect boxforthenewentry.
- Help: Click onthisbutton togeton-line Help forthisscreen.
- Back: Click onthisbutton toreturn totheIDBSubmission screen.IDB/URM/3/Add.2
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STEP 5-DATA ENTRY -PRODUCT DESCRIPTION
Inthisstep, thenational tariff linenumbers along withtheproduct descriptions areentered. This
information must berecorded before thecorresponding dutyinformation canbeentered.
Afilecontaining theHSnumbers atthesix-digit levelandthecorresponding descriptions isprovided
withtheapplication inorder toassist users intheentering ofthetariff nomenclature. Forthose
reporting countries having previously made anIDBsubmission, theproduct descriptions ofthe
previous submission arealsoprovided. Theusercanselect thesource tobeusedbyclicking onthe
N-Entry button orontheHS6button (ifN-Entry isused, theproduct descriptions should becopied
using thecopyfacility intheInitial setup -step1).
Thefollowing describes howtoenter thetariff linenumber andproduct descriptions using theHS6
fileasthesource. Normally, thisoption isusedwhen afilewasnotprovided fortheprevious year,
orwhen thetariff nomenclature haschanged considerably from theprevious year.
- Select theHSnumber tobeentered byclicking intheHSboxatthetopofthescreen and
thenclicking onthedesired HSsix-digit code. Next, enter thenational partofthetariff line
number andoptionally thetariff suffix. Theproduct description oftheHSsix-digit canbe
amended toreflect thedefinition ofthenational tariff line.
- Click ontheAddRecord button toaddtherecord tothelist.IDB/URM/3/Add.2
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Toenter thetariff nomenclature andproduct descriptions using theprevious year'sfileasthesource:
- Iftheproduct description filefromtheprevious yearwascopied intheInitial Setup, position
themouse onthelinetobemodified andupdate/delete thedata. Itisnotnecessary toclick
ontheAddRecord button.
Tocreate newentries, either enter theinformation intheboxes atthetopofthescreen andclickon
theAddRecord button orusetheNewEntry button.
Thecommand buttons atthebottom ofthescreen areusedasfollows:
- Delete record: Click onthisbutton todelete therecord currently selected. Notethatoncea
record isdeleted, theonlymeans ofrestoring itiseither tore-install the
software (thus losing allwork todate) ortore-enter therecord manually.
- NewEntry: Click onthisbutton toposition thecursor attheendofthefileandenter the
newrecord.
- AddRecord: Click onthisbutton toaddtheinformation entered.
- Coded Tariff: Click onthisbutton togototheCoded Tariff dataentry screen.
- Help: Click onthisbutton togeton-line Help forthisscreen.
- Quit: Click onthisbutton toreturn totheIDBSubmission screen.IDB/URM/3/Add.2
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STEP 6-CODED TARIFF ENTRY
Inthisstep, thecustoms duties areentered. Theinformation forthecorresponding product
descriptions must berecorded before customs duties canbeentered (seeStep5).
Forthose reporting countries having previously made anIDBsubmission, thecustoms duties ofthe
previous submission areavailable forthose tariff lineswhere thetariff linenumber wasnotmodified
increating theproduct descriptions.
Default values forthedataentry canbedefined inthedefault boxes atthetopofthescreen.
Select thetariff linenumber tobeentered byclicking intheTariff lineboxandthenclicking onthe
desired tariff linenumber. Thedutyinformation already recorded (ifany)willappear intheboxes
under thetariff lineinformation.
Theinformation already recorded canbedirectly modified without clicking anyofthebuttons atthe
bottom ofthescreen.
There arethree methods ofadding newrecords -either:
1. Click onthedefault button toaddarecord containing thedefault values which are
defined atthetopofthescreen andclickonAddRecord.
2. Enter therequired information intheboxes directly under thecolumn headings. ItIDB/URM/3/Add.2
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isalsopossible toclickoneachboxinorder toselect therequired information. Note
thatitisonlypossible toenter thedutytypeandpartner combinations previously
defined (seeStep4).Click onAddRecord.
3. Click onNewRecord andenter theinformation directly.
Although itispossible toenter newinformation directly intheempty boxes atthebottom ofthe
screen, thismayresult inrecords being added from thedefault settings aswell.
Thecommand buttons atthebottom ofthescreen areusedasfollows:
- Delete record: Click onthisbutton todelete therecord currently selected.
- NewEntry: Click onthisbutton toposition thecursor attheendofthefileand
enter thenewrecord (donotclickontheAddRecord button).
- AddRecord: Click onthisbutton toaddtheinformation fromtheboxes under the
column headings.
- Product Descriptions: Click onthisbutton togototheProduct Descriptions dataentry
screen.
- Default: Click onthisbutton toaddarecord containing thedefault values.
- Help: Click onthisbutton togeton-line Help forthisscreen.
- Copy Record: Copy theinformation fromtheprevious year'sfile(ifpresent forthe
tariff lineselected).
- Back: Click onthisbutton toreturn totheIDBSubmission screen.IDB/URM/3/Add.2
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PRINT
Select anoption corresponding totheitemtobeprinted, andthenclickonthePrint toDiskButton.
Thefollowing RichTextFormat (RTF) print fileswillbestored ontheharddiskinthedirectory
C:\IDB. TheRTF filescanbereadandprinted inanyWindows textprocessing software (e.g.
WordPerfect, Word, etc). Thefilesarestored withthefollowing naming conventions:
Country.RTF Listofthecountry file
Countryx.RTF Listoftheselected countries usedincoded tariff file
Ctryxg.RTF Listofthenewgroups usedincoded tariff file
Dutytype.RTF Listofthedutytype file
Prodhs6.RTF ListoftheHS6descriptions provided bytheWTO
Prodold.RTF Listoftheproduct description from theprevious year'sfile
Tarprod.RTF Listofthenewproduct description andcoded tariff filesIDB/URM/3/Add.2
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Proddesc.RTF Listofthenewproduct description file
Tardup.RTF Listofduplicate coded tariff items
Proddup.RTF Listofduplicate product description items
Prodonly.RTF Listofproduct descriptions forwhich thecoded tariff items aremissing
Taronly.RTF Listofcoded tariff items forwhich theproduct descriptions aremissing
Crschk..RTF Cross-checking filesnumbered 1through 7asexplained below.
CROSS-CHECKING RULES FOR THE CODED TARIFF FILE
Thecross-checking feature compares dataelements within records andamong records. Seven possible
discrepancies arechecked:
1. Ifforagiven tariff line,thetariff suffix isblank, allrecords forthesame tariff lineshould
haveablank tariff suffix.
2. Ifthere wasanentry fordutytype01(MFN Bound duty), thebinding ofthedutytypes 02,
03and09Fshould notbeU(unbound).
3. Ifthetariff suffix isblank or"00", andthere wasnoentry fordutytype01,thebinding of
allMFN duties forthetariff lineshould be"U".
4. ForMFN duties, thebinding coverage codeshould beblank ifthebinding codeis"U".
5. Ifthebinding coverage codeisblank fordutytype01,thebinding coverage codeforduty
types 02,03and09Fshould alsobeblank.
6. Foreachdutytyperecorded under items withthesuffix equal to"01"-"99", there mustbe
thesame dutytyperecorded under thecorresponding itemwiththesuffix equal to"00".
7. Ifthedutyrateiszero(0.0)onMFN duties, thereshould benorecords forpreferential duties
(duty types 10-49).
Anyerrors detected inthecross-checking reports should becorrected before forwarding thefilesto
theWTO Secretariat.IDB/URM/3/Add.2
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EXPORT
When thedataentry iscompleted andverified, select anoption button which represents thedatato
beexported, andthenclickontheExport button. Thefollowing fileswillbestored ontheharddisk
indirectory C:\IDB:
Country.txt Newcountry filewithnational codes
Countryg.txt Newcountry filewithnational codes
Dutytype.txt Newdutytype file
Proddesc.txt Product Description filefortheIDBSubmissions
Tariff.txt Tariff coded filefortheIDBsubmissions
Exported TXT filesorcompressed (PKZIP) filescanbesenttotheWTO Secretariat. ThePKZIP
compression software isprovided withtheapplication. Select anoption button "ALL", andthenclick
ontheExport button, alltheselected output *.TXT filesabove willbezipped together under
C:\IDB\IDB.ZIP.