Trade Assurance: electronic documentation for entries
Import entries including simplified entries
The submission of documentation by email in support of entries routed to Trade Assurance by CusMod has been operating with considerable success, however not all Customs brokers or declarants are following best practice in the use of electronic documentation.
Brokers should ensure they check EDI responses from CusMod and, where required, email documents immediately. No further request will be made.
Documents should be sent to trade.assurance@customs.govt.nz in PDF format only. This email address should not be used for any other purpose. Specifically, it should not be used for enquiries into the current status of an entry. All such enquiries should be made though the Call Centre (0800 4 CUSTOMS) in the first instance. Emails sent to the above address will not receive a reply except for the automated response. Documents should be emailed once only for each import entry.
Documentation must be provided immediately whenever a request to cancel an entry is made or, when an adjustment to an entry is made or, if an entry is held for compliance activity by Trade Assurance.
Brokers and declarants are reminded that the email subject line should contain the following information only:
- For new entries (where the goods are un-cleared or where the goods are cleared but still held due to a deficient delivery order) — IE and number (eg IE12345678).
- For adjustments to import entries — ADJ and number (eg ADJ12345678).
- For cancellation of import entries — CAN and number (eg CAN12345678).
Documents should be provided in the following order:
- Bill of lading.
- Invoices.
- Packing list.
- Dissection sheet.
- Permits
- Any other supporting information eg catalogues.
Where entries are held by the Trade Evaluators, brokers should only send documents when requested. Brokers should not send documents intended for the Trade Evaluators to Trade Assurance.
Drawback entries
Documents for drawback entries may also be submitted by email, however documentation is not required for periodic drawbacks.
For other drawback entries brokers must ensure they check EDI responses from CusMod. If the CusMod response reads “refund approved, amount as specified”, no further action is required.
If the response is anything other than as noted above, you must email documents to trade.assurance@customs.govt.nz. If documents are not received within five working days the drawback will be reversed and steps will be taken to recover from the exporter any drawback revenue paid. Brokers should be aware that no further request will be made after the initial CusMod response. Documents must be sent in PDF format only.
The email subject line should contain only the following information: DBK and the entry number (eg DBK12345678).
Documents for drawbacks should be provided in the following order:
- Cover sheet or drawback entry.
- Calculation sheet for the duty drawback.
- Export bill of lading or air waybill.
- Export invoices.
- Relevant import entry/entries.
- Import invoices.
- Any other relevant documents.
Declarants should provide contact details in the body of the email. This email facility for supporting documents does not apply to temporary import entries, sight entries or permit entries.
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