Creating company master data (easy mode)

Are you frequently using the same company in your export declarations as a certain declaration party, e.g. “exporter” or “consignee”? Then you should add these companies to the master data to save time while creating customs declarations. Learn how this works in this article.

Proceed as follows to create a master data entry for a company to be the “consignee”*

1. Select Office–Master data–Companies.
   Your list of companies is displayed (in a new system, the overview is empty).
2. Click the New button to create a new company.
3. Enter a company code. This is a unique company code your company has for this customer or supplier.
   This company code can serve as an internal reference and will not be sent to the customs authorities.
4. Complete the relevant information in the Address and Communication field groups.
5. Switch to the Employee sheet to enter information on a key contact person (not mandatory).
6. Save & close your entry.
   The company now appears in the Companies overview.
7. Create a new export declaration. The company can now be selected from the drop-down list of the Consignee field. Alternatively, you may also select the newly created company when creating a declaration template.

* Consignee is the person (company) to whom the goods are to be delivered (SAD field 8).

Proceed as follows to create a master data entry for a company to be another party than the “consignee”

This could be the declarant** or exporter*** party, for example.

1. Select Office – Master data – Companies.
   Your list of companies is displayed (in a new system, the overview is empty).
2. Click the New button to create a new company.
3. Enter a company code. This is a unique company code your company has for this customer or supplier.
   This company code can serve as an internal reference and will not be sent to the customs authorities.
4. Enter the VAT ID of the company.
5. Complete the relevant information in the Address and Communication field groups.
6. Switch to the Employee sheet to enter information on a key contact person (not mandatory).
7. Switch to the Company roles sheet and click the New button to assign a certain role to the company.
8. From the window that opens, select the appropriate entry (e.g. Declarant), then click OK.
   You have to assign the Declarant role to a company for them to be an exporter or declarant.
9. Switch to the Customs data sheet and click the New button.
10. From the overview, select Customs data UK and confirm.
    The Basic data field group is now displayed.
11. Enter the customer’s full EORI number in the Trader ID field, then click Apply.
12. Save & close your entry.
    The company now appears in the Companies overview.
13. Create a new export declaration. The company can now be selected from the drop-down list of the Declarant or Exporter field. Alternatively, you may also select the newly created company when creating a declaration template.

** Declarant is the person (company) that submits the customs declaration. This party is legally responsible for the customs declaration. The declarant may designate a direct representative (SAD box 14).

*** Exporter is the person (company) on whose behalf the export declaration is made and who is the owner of the goods or has a similar right of disposal over them (Art. 788 CCIP). Under other Regulations it is the person who is partner of the export contract, the holder of an export license, or who is entitled to export refunds. If the owner (or authorized party) is based outside the Union as defined by foreign trade regulations, the operator of the legal transaction who is based in the Union is regarded as the exporter (SAD box 2).

Video: Working with Import Filing and Export Filing CHIEF/CDS