Unloading remarks – What to do in case of discrepancies

Incidents: Only incidents that affect the actual transport of the loaded units (such as truck fire, theft, truck breakdown) and require reloading, new seals, or a combination of both, should be reported as incidents.

An incident must be reported as soon as the arrival notification is received.

If an incident has been incorrectly reported on the arrival notification, ‘dummy information’ should be entered in the unloading remark, along with a corresponding note stating that the incident reported on the arrival notification was a mistake. In this case, it is also generally advisable to contact the responsible customs office.

• Transport equipment: If discrepancies are found with the seals specified (whether in terms of number or serial number), the Conformity field for the respective transport equipment must be set to ‘Does not conform’ and the corresponding discrepancy must be documented in the fields Container no., Seals and/or Item numbers.
• Departure transport means: In the case of discrepancies in the means of transport, which are not due to an incident, the Conformity field for the corresponding means of transport must be set to ‘Does not conform’ and the discrepancy must be noted in the Type, Identification, and/or Nationality fields.
• House consignments tab: If discrepancies are noticed in the item data, the Conformity field should be set to ‘Does not conform’.

Furthermore, discrepancies must be recorded against all items included in the unloading remark, or the Conformity field set to ‘Conforms’ for items that are not affected.

To do this, first select the appropriate value in the Conformity field and then correct the other fields as required. Please note that if the item is missing entirely, the Conformity field should be set to ‘Missing’ and all other fields for this item will automatically be greyed out.

If there is a partial discrepancy (excess or shortfall), the Conformity field must be set to ‘Does not conform’ and the corresponding fields, such as the Description of goods, CUS-code, Commodity code or Gross mass (kg), must be amended to the actual values.

The Packages must also be adjusted, if discrepancies are found, by selecting the appropriate value in the Conformity field.

Finally, the total Gross mass (kg) of all items must be entered in the General section of the House consignment tab or recalculated using the Calculate button.

• Please note that in the event of any non-conformity, the responsible customs office must be informed separately, as they will often require additional original documents, therefore, always contact your responsible customs office at the same time.