Customs Workflow Guide

Customs Module - Complete Workflow & Testing Guide

This comprehensive guide provides step-by-step workflows and real-world test scenarios for the Customs module in CargoNext.

Table of Contents

  1. Module Overview
  2. Prerequisites & Setup
  3. Core Workflows
  4. Real-World Test Scenarios
  5. Advanced Scenarios
  6. Testing Checklist

Module Overview

The Customs module manages the complete lifecycle of customs declarations from quote to clearance:

Main Flow: Sales Quote → Declaration Order → Declaration → Submission → Clearance → Release

Key Documents: - Declaration Order - Customer requirements for customs clearance - Declaration - Actual customs declaration submitted to authorities - Permit Application - Required permits for restricted goods - Exemption Certificate - Duty/tax exemptions - Manifest Filings - Country-specific manifest submissions (US AMS, US ISF, CA eManifest, JP AFR)

Prerequisites & Setup

1. Master Data Setup

Before using the Customs module, ensure the following master data is configured:

1.1 Customs Authority

Path: Home > Customs > Master Data > Customs Authority

Steps: 1. Create customs authorities for each country/region you operate in 2. Enter Authority Name, Country, Code 3. Add contact details and portal URLs if applicable 4. Examples: - US Customs and Border Protection (CBP) - United States - Canada Border Services Agency (CBSA) - Canada - Japan Customs - Japan - European Union Customs - EU countries

1.2 Commodity Master

Path: Home > Customs > Master Data > Commodity

Steps: 1. Create commodity records with HS codes 2. Enter HS Code (6-10 digits), Description, Unit of Measure 3. Add duty rates, tax rates if known 4. Set country-specific classifications 5. Examples: - HS Code: 8471.30.01 - Laptop computers - HS Code: 8703.23.00 - Passenger vehicles - HS Code: 3004.90.00 - Medicinal products

1.3 Permit Types

Path: Home > Customs > Master Data > Permit Type

Steps: 1. Create permit types for restricted goods 2. Configure validity periods, required countries, required commodities 3. Examples: - Import License (Pharmaceuticals) - Export Permit (Electronics) - CITES Permit (Wildlife products)

1.4 Exemption Types

Path: Home > Customs > Master Data > Exemption Type

Steps: 1. Create exemption types for duty/tax exemptions 2. Set exemption percentage, maximum value limits 3. Configure if certificate is required 4. Examples: - Free Trade Agreement (FTA) - 100% duty exemption - Research & Development - 50% tax exemption - Diplomatic Exemption - 100% exemption

2. Configuration Setup

2.1 Customs Settings

Path: Home > Customs > Customs Settings

Configuration Steps: 1. Set Default Company and Branch 2. Set Default Customs Authority 3. Set Default Currency 4. Configure Declaration Settings: - Default Declaration Type (Import/Export/Transit) - Require HS Code (Yes/No) - Require Commodity Description (Yes/No) - Auto Calculate Duty (Yes/No) 5. Configure Document Settings: - Default Document List Template - Require Commercial Invoice (Yes/No) - Require Packing List (Yes/No) - Require Bill of Lading (Yes/No) 6. Configure Compliance Settings: - Enable Compliance Alerts - Compliance Check Interval - Enable Manifest Integration

2.2 Manifest Settings

Path: Home > Customs > Manifest Settings

Configuration Steps: 1. Select Company 2. Enable required manifest types: - US AMS (Automated Manifest System) - For US imports - US ISF (Importer Security Filing) - For US imports (24-hour rule) - CA eManifest - For Canada imports/exports - JP AFR (Advance Filing Rules) - For Japan imports 3. Configure API credentials for each enabled manifest type 4. Set filer codes and carrier codes

Core Workflows

Workflow 1: Standard Import Declaration

Scenario: Importing goods from overseas that require customs clearance.

Step 1: Create Sales Quote with Customs

  1. Go to Home > Pricing Center > Sales Quote
  2. Create new Sales Quote
  3. Add customer, items, pricing
  4. In Customs section, enable customs leg
  5. Select Customs Authority, Port of Entry
  6. Save and Submit Quote

Step 2: Create Declaration Order

  1. Go to Home > Customs > Declaration Order
  2. Click New
  3. Link Sales Quote (or enter manually)
  4. Enter Order Date
  5. Select Customer
  6. Select Customs Authority
  7. Select Declaration Type: Import
  8. Add Commodities:
    • Select Commodity (with HS Code)
    • Enter Quantity, Unit Price, Total Value
    • Add Description
  9. Add Parties:
    • Importer/Consignee
    • Exporter/Shipper
    • Customs Broker (if applicable)
  10. Add Documents (Documents tab):
    • Commercial Invoice (Required)
    • Packing List (Required)
    • Bill of Lading (Required)
    • Certificate of Origin (if applicable)
  11. Save Declaration Order
  12. Status: Draft → Confirmed

Step 3: Create Declaration

  1. From Declaration Order, click Create Declaration OR Go to Home > Customs > Declaration → New
  2. Declaration Order is auto-linked
  3. Verify/Update:
    • Customs Authority
    • Declaration Type: Import
    • Declaration Date
  4. Review Commodities (auto-populated from order)
  5. Review Parties (auto-populated from order)
  6. Add Transport Details:
    • Link Air Shipment or Sea Shipment
    • Port of Loading, Port of Discharge
    • Vessel/Flight Number
    • ETD, ETA
    • Container Numbers
  7. Add Documents (Documents tab):
    • Upload Commercial Invoice
    • Upload Packing List
    • Upload Bill of Lading
    • Mark documents as "Received"
  8. Review Financials:
    • Duty Amount (auto-calculated or manual)
    • Tax Amount
    • Other Charges
    • Total Payable
  9. Save Declaration
  10. Status: Draft

Step 4: Submit Declaration

  1. Verify all required documents are attached
  2. Verify all required permits are obtained (if applicable)
  3. Click Submit
  4. Status changes to: Submitted
  5. Submission Date is recorded
  6. Declaration Number is assigned (if auto-generated)

Step 5: Track Clearance

  1. Monitor Declaration status:
    • Submitted → Under Review → Cleared → Released
  2. Update status manually or via integration:
    • Approval Date (when Cleared)
    • Actual Clearance Date
    • Release Date
  3. If rejected:
    • Status: Rejected
    • Enter Rejection Reason
    • Update Declaration and resubmit

Step 6: Create Sales Invoice

  1. From Declaration, click Create Sales Invoice
  2. Invoice is auto-populated with charges
  3. Review and Submit Invoice
  4. Link is maintained between Declaration and Invoice

Workflow 2: Export Declaration

Scenario: Exporting goods that require customs declaration.

Steps:

  1. Create Sales Quote with Export customs leg
  2. Create Declaration Order:
    • Declaration Type: Export
    • Select Port of Exit
    • Add commodities with HS codes
  3. Create Declaration from Order
  4. Add Export-specific documents:
    • Export License (if required)
    • Commercial Invoice
    • Packing List
    • Shipping Bill
  5. Submit Declaration
  6. Track through: Submitted → Under Review → Cleared → Released

Workflow 3: Declaration with Permit Requirements

Scenario: Importing restricted goods requiring permits.

Step 1: Create Permit Application

  1. Go to Home > Customs > Permit Application
  2. Click New
  3. Select Permit Type (e.g., "Import License - Pharmaceuticals")
  4. Select Applicant (Customer/Supplier)
  5. Select Issuing Authority (Customs Authority)
  6. Enter Application Date
  7. Add required documents
  8. Save
  9. Status: Draft → Submitted → Under Review → Approved
  1. Create Declaration Order (as per Workflow 1)
  2. In Declaration, go to Permit Requirements tab
  3. Add Permit Requirement:
    • Select Permit Type
    • Mark as Required
    • Link Approved Permit Application
    • Mark as Obtained
  4. Save Declaration

Step 3: Submit Declaration

  1. System validates all required permits are obtained
  2. If permit missing, submission is blocked
  3. Once all permits obtained, Submit Declaration

Workflow 4: Declaration with Exemptions

Scenario: Using exemption certificates to reduce duty/tax.

Step 1: Create Exemption Certificate

  1. Go to Home > Customs > Exemption Certificate
  2. Click New
  3. Select Exemption Type (e.g., "Free Trade Agreement")
  4. Enter Certificate Number
  5. Select Customer/Supplier
  6. Set Valid From and Valid To dates
  7. Enter Exemption Value or Quantity
  8. Upload Certificate Document
  9. Set Verification Status: Verified
  10. Status: Active
  11. Save

Step 2: Apply Exemption to Declaration

  1. Create Declaration (as per Workflow 1)
  2. In Declaration, go to Exemptions tab
  3. Add Exemption:
    • Select Exemption Type
    • Select Exemption Certificate
    • Exemption Percentage (auto-filled from type)
    • Certificate Number (auto-filled)
  4. Save Declaration
  5. System calculates:
    • Exempted Duty
    • Exempted Tax
    • Exempted Fees
    • Total Exempted
    • Total Payable (after exemptions)

Step 3: Submit Declaration

  1. Verify exemption certificate is valid and not expired
  2. Submit Declaration
  3. System tracks used exemption value/quantity

Workflow 5: US AMS Manifest Filing

Scenario: Filing Automated Manifest System for US imports.

Step 1: Create Global Manifest

  1. Go to Home > Customs > Global Manifest
  2. Create manifest from Sea Shipment or Air Shipment
  3. Enter vessel/flight details
  4. Add bills with consignee, shipper, commodities
  5. Save

Step 2: Create US AMS

  1. From Global Manifest, click Create US AMS OR Go to Home > Customs > US AMS → New
  2. Link Global Manifest
  3. System auto-populates:
    • Vessel Name, Voyage Number
    • Port of Unlading
    • Estimated Arrival Date
    • Bills from Global Manifest
  4. Verify Filer Code (from Manifest Settings)
  5. Review and update bills if needed
  6. Save
  7. Status: Draft

Step 3: Submit US AMS

  1. Click Submit to CBP
  2. System validates:
    • All required fields
    • 24-hour rule compliance
  3. Submission via API (if configured) or manual
  4. Status: Submitted
  5. CBSA Transaction Number assigned
  6. Submission Date/Time recorded

Step 4: Track Status

  1. Monitor status: Submitted → Accepted → Rejected
  2. Use Check Status to query CBP system
  3. Update status based on response

Workflow 6: US ISF Filing (24-Hour Rule)

Scenario: Filing Importer Security Filing for US imports (required 24 hours before loading).

Step 1: Create US ISF

  1. From US AMS, click Create US ISF OR Go to Home > Customs > US ISF → New
  2. Link US AMS (auto-populates data)
  3. Enter/Verify:
    • Consignee
    • Seller
    • Manufacturer
    • Country of Origin
    • Commodity HTSUS Codes
  4. Set Estimated Arrival Date
  5. Save
  6. Status: Draft

Step 2: Validate 24-Hour Rule

  1. Click Validate 24-Hour Rule
  2. System checks:
    • ISF filed at least 24 hours before vessel departure
    • All required data present
  3. Validation Status: Pass / Warning / Fail

Step 3: Submit US ISF

  1. Ensure 24-hour rule is met
  2. Click Submit to CBP
  3. Status: Submitted
  4. ISF Number assigned

Workflow 7: Canada eManifest Filing

Scenario: Filing eManifest for Canada imports/exports.

Steps:

  1. Create Global Manifest
  2. Create CA eManifest Forwarder from Global Manifest
  3. System auto-populates:
    • Carrier details
    • Conveyance information
    • Bills and commodities
  4. Verify CBSA Carrier Code (from Manifest Settings)
  5. Submit to CBSA via API
  6. Track status and CBSA Transaction Number

Workflow 8: Japan AFR Filing

Scenario: Filing Advance Filing Rules for Japan imports.

Steps:

  1. Create Global Manifest
  2. Create JP AFR from Global Manifest
  3. System auto-populates:
    • Vessel details
    • Port information
    • Bills
  4. Verify Japan Customs Filer Code
  5. Submit to Japan Customs
  6. Track AFR Number and status

Real-World Test Scenarios

Scenario 1: Simple Import - Electronics (No Permits/Exemptions)

Objective: Test basic import declaration workflow.

Test Data: - Customer: ABC Electronics Inc. - Commodity: Laptop Computers (HS Code: 8471.30.01) - Quantity: 100 units - Value: $50,000 USD - Origin: China - Destination: United States - Customs Authority: US CBP

Steps: 1. ✅ Create Sales Quote with customs leg 2. ✅ Create Declaration Order (Import type) 3. ✅ Add commodity with HS code 4. ✅ Add required documents (Invoice, Packing List, B/L) 5. ✅ Create Declaration from Order 6. ✅ Verify auto-population of data 7. ✅ Calculate duty/tax (assume 5% duty, 8% tax) 8. ✅ Submit Declaration 9. ✅ Verify status progression: Draft → Submitted → Under Review → Cleared → Released 10. ✅ Create Sales Invoice 11. ✅ Verify all links maintained

Expected Results: - Declaration value: $50,000 - Duty: $2,500 (5%) - Tax: $4,000 (8%) - Total Payable: $6,500 - All documents tracked - Status updates correctly

Scenario 2: Import with Free Trade Agreement Exemption

Objective: Test exemption certificate workflow.

Test Data: - Customer: Global Trading Co. - Commodity: Automotive Parts (HS Code: 8708.99.00) - Quantity: 500 units - Value: $100,000 USD - Origin: Canada (USMCA/NAFTA) - Exemption: FTA Certificate (100% duty exemption) - Customs Authority: US CBP

Steps: 1. ✅ Create Exemption Certificate: - Type: Free Trade Agreement - Certificate Number: FTA-2024-001 - Valid From: 2024-01-01 - Valid To: 2024-12-31 - Value: $200,000 - Status: Active, Verified 2. ✅ Create Declaration Order 3. ✅ Create Declaration 4. ✅ Add Exemption: - Select FTA Exemption Type - Link Exemption Certificate - Exemption Percentage: 100% 5. ✅ Verify exemption calculation: - Duty: $5,000 (5% of $100,000) - Exempted Duty: $5,000 (100%) - Net Duty: $0 6. ✅ Submit Declaration 7. ✅ Verify used exemption value updated

Expected Results: - Total Duty: $5,000 - Exempted Duty: $5,000 - Net Duty Payable: $0 - Tax: $8,000 (still applicable) - Total Payable: $8,000 - Exemption Certificate used value: $100,000 - Remaining exemption value: $100,000

Scenario 3: Import with Permit Requirement - Pharmaceuticals

Objective: Test permit application and validation.

Test Data: - Customer: Pharma Corp - Commodity: Prescription Drugs (HS Code: 3004.90.00) - Quantity: 1,000 units - Value: $250,000 USD - Permit Required: Import License - Pharmaceuticals - Customs Authority: US CBP

Steps: 1. ✅ Create Permit Type: - Name: Import License - Pharmaceuticals - Required for: Import - Required Countries: United States - Required Commodities: 3004.90.00 2. ✅ Create Permit Application: - Permit Type: Import License - Pharmaceuticals - Applicant: Pharma Corp - Application Date: 2024-01-15 - Status: Draft → Submitted → Under Review → Approved - Approval Date: 2024-02-01 - Valid From: 2024-02-01 - Valid To: 2024-12-31 3. ✅ Create Declaration Order 4. ✅ Create Declaration 5. ✅ Add Permit Requirement: - Permit Type: Import License - Pharmaceuticals - Mark as Required - Link Approved Permit Application - Mark as Obtained 6. ✅ Try to Submit without permit → Should fail 7. ✅ Mark permit as obtained 8. ✅ Submit Declaration → Should succeed 9. ✅ Verify permit validation

Expected Results: - System blocks submission if permit not obtained - Error message: "The following required permits are not yet obtained: Import License - Pharmaceuticals" - After permit obtained, submission succeeds - Permit requirement tracked in declaration

Scenario 4: Export Declaration - Machinery

Objective: Test export declaration workflow.

Test Data: - Customer: Export Solutions Ltd. - Commodity: Industrial Machinery (HS Code: 8428.90.00) - Quantity: 50 units - Value: $500,000 USD - Origin: United States - Destination: Germany - Customs Authority: US CBP (Export)

Steps: 1. ✅ Create Sales Quote with Export customs leg 2. ✅ Create Declaration Order: - Declaration Type: Export - Port of Exit: Port of Los Angeles 3. ✅ Add Export License (if required for machinery) 4. ✅ Create Declaration 5. ✅ Add Export-specific documents: - Commercial Invoice - Packing List - Export License - Shipping Bill 6. ✅ Submit Declaration 7. ✅ Track clearance 8. ✅ Verify export compliance

Expected Results: - Declaration Type: Export - Port of Exit recorded - Export License tracked - Status progression works for exports - Export value reported correctly

Scenario 5: Multi-Commodity Declaration

Objective: Test declaration with multiple commodities.

Test Data: - Customer: Multi-Product Imports - Commodities: - Electronics (HS: 8471.30.01) - 200 units - $40,000 - Textiles (HS: 6109.10.00) - 1,000 units - $30,000 - Toys (HS: 9503.00.00) - 500 units - $20,000 - Total Value: $90,000 USD - Customs Authority: US CBP

Steps: 1. ✅ Create Declaration Order 2. ✅ Add multiple commodities with different HS codes 3. ✅ Create Declaration 4. ✅ Verify all commodities auto-populated 5. ✅ Verify duty calculation per commodity: - Electronics: 5% duty - Textiles: 10% duty - Toys: 0% duty (duty-free) 6. ✅ Calculate total duty/tax 7. ✅ Submit Declaration 8. ✅ Verify commodity-level tracking

Expected Results: - All commodities listed separately - Duty calculated per HS code - Electronics Duty: $2,000 - Textiles Duty: $3,000 - Toys Duty: $0 - Total Duty: $5,000 - Total Tax: $7,200 (8%) - Total Payable: $12,200

Scenario 6: US AMS Filing - Container Ship

Objective: Test US AMS manifest filing.

Test Data: - Vessel: MV Atlantic Star - Voyage: ATL-2024-001 - Port of Unlading: Port of Los Angeles - ETA: 2024-03-15 - Bills: 3 bills with multiple containers - Customs Authority: US CBP

Steps: 1. ✅ Create Sea Shipment 2. ✅ Create Global Manifest from Sea Shipment 3. ✅ Add bills with consignees, shippers, commodities 4. ✅ Create US AMS from Global Manifest 5. ✅ Verify auto-population: - Vessel Name: MV Atlantic Star - Voyage Number: ATL-2024-001 - Port of Unlading: Port of Los Angeles - Estimated Arrival Date: 2024-03-15 - All bills copied 6. ✅ Verify Filer Code (from Manifest Settings) 7. ✅ Submit US AMS to CBP 8. ✅ Verify: - Status: Submitted - CBP Transaction Number assigned - Submission Date/Time recorded 9. ✅ Check Status from CBP 10. ✅ Update status based on response

Expected Results: - US AMS created successfully - All bills included - Filer code validated - Submission successful - CBP Transaction Number received - Status tracking works

Scenario 7: US ISF Filing - 24-Hour Rule Compliance

Objective: Test US ISF filing and 24-hour rule validation.

Test Data: - Linked to US AMS from Scenario 6 - Vessel Departure: 2024-03-01 10:00 - ISF Filing: 2024-02-29 08:00 (26 hours before) - Consignee: ABC Imports - Seller: XYZ Exports - Country of Origin: China

Steps: 1. ✅ Create US ISF from US AMS 2. ✅ Verify auto-population from AMS 3. ✅ Enter ISF-specific data: - Consignee - Seller - Manufacturer - Country of Origin - HTSUS Codes 4. ✅ Set Estimated Arrival Date 5. ✅ Validate 24-Hour Rule: - Filing Date: 2024-02-29 08:00 - Vessel Departure: 2024-03-01 10:00 - Time Difference: 26 hours 6. ✅ Verify validation: Pass (26 hours > 24 hours) 7. ✅ Submit US ISF 8. ✅ Test failure case: - Change filing to 20 hours before → Should show Warning or Fail

Expected Results: - 24-hour rule validation: Pass (26 hours before) - ISF submitted successfully - ISF Number assigned - Warning shown if < 24 hours - Submission blocked if < 24 hours (if configured)

Scenario 8: Declaration with Multiple Exemptions

Objective: Test multiple exemptions on single declaration.

Test Data: - Customer: Advanced Imports - Commodity: Medical Equipment (HS: 9018.90.00) - Value: $150,000 USD - Exemptions: - FTA Exemption: 100% duty (value: $50,000) - R&D Exemption: 50% tax (value: $100,000)

Steps: 1. ✅ Create two Exemption Certificates 2. ✅ Create Declaration 3. ✅ Add first exemption (FTA - 100% duty) 4. ✅ Add second exemption (R&D - 50% tax) 5. ✅ Verify calculations: - Total Duty: $7,500 (5%) - FTA Exempted Duty: $2,500 (on $50,000) - Net Duty: $5,000 - Total Tax: $12,000 (8%) - R&D Exempted Tax: $4,000 (50% of $8,000 on $100,000) - Net Tax: $8,000 6. ✅ Submit Declaration 7. ✅ Verify both exemptions tracked

Expected Results: - Multiple exemptions applied correctly - Calculations accurate - Both exemption certificates updated - Total Payable: $13,000 ($5,000 duty + $8,000 tax)

Scenario 9: Declaration Rejection and Resubmission

Objective: Test declaration rejection workflow.

Test Data: - Declaration from Scenario 1 (Simple Import) - Rejection Reason: Missing Certificate of Origin

Steps: 1. ✅ Submit Declaration (as per Scenario 1) 2. ✅ Status: Submitted → Under Review 3. ✅ Simulate rejection: - Status: Rejected - Rejection Date: 2024-03-10 - Rejection Reason: "Missing Certificate of Origin" 4. ✅ Add missing document (Certificate of Origin) 5. ✅ Update Declaration 6. ✅ Resubmit Declaration 7. ✅ Verify status: Draft → Submitted 8. ✅ Track new submission

Expected Results: - Rejection reason recorded - Rejection date tracked - Declaration can be updated - Resubmission creates new submission record - History maintained

Scenario 10: Transit Declaration

Objective: Test transit declaration workflow.

Test Data: - Goods in transit from China to Mexico via US - Commodity: General Cargo - Value: $75,000 USD - Customs Authority: US CBP (Transit)

Steps: 1. ✅ Create Declaration Order: - Declaration Type: Transit 2. ✅ Create Declaration 3. ✅ Add transit-specific information: - Country of Origin: China - Country of Destination: Mexico - Transit Country: United States 4. ✅ Add transit documents 5. ✅ Submit Declaration 6. ✅ Track transit clearance

Expected Results: - Declaration Type: Transit - Transit route tracked - Reduced duty/tax (transit goods) - Transit documents required - Status tracking works

Scenario 11: Canada eManifest Filing

Objective: Test Canada eManifest workflow.

Test Data: - Carrier: Canadian Freight Lines - Conveyance: Truck - Entry Port: Windsor, Ontario - Bills: 5 bills - Customs Authority: CBSA

Steps: 1. ✅ Create Global Manifest 2. ✅ Create CA eManifest Forwarder 3. ✅ Verify auto-population 4. ✅ Verify CBSA Carrier Code 5. ✅ Submit to CBSA via API 6. ✅ Verify: - Status: Submitted - CBSA Transaction Number - Submission confirmation 7. ✅ Check status from CBSA

Expected Results: - CA eManifest created - API submission successful - CBSA Transaction Number received - Status tracking works

Scenario 12: Japan AFR Filing

Objective: Test Japan AFR workflow.

Test Data: - Vessel: MV Pacific Express - Port of Loading: Shanghai - Port of Discharge: Tokyo - ETA: 2024-04-01 - Bills: 10 bills - Customs Authority: Japan Customs

Steps: 1. ✅ Create Global Manifest 2. ✅ Create JP AFR 3. ✅ Verify auto-population 4. ✅ Verify Japan Customs Filer Code 5. ✅ Submit to Japan Customs 6. ✅ Verify AFR Number 7. ✅ Track status

Expected Results: - JP AFR created successfully - Submission successful - AFR Number assigned - Status tracking works

Scenario 13: Declaration with Partial Exemption

Objective: Test partial exemption (not 100%).

Test Data: - Commodity: Industrial Equipment - Value: $200,000 USD - Exemption: 50% duty exemption (not 100%)

Steps: 1. ✅ Create Exemption Certificate (50% exemption) 2. ✅ Create Declaration 3. ✅ Add exemption 4. ✅ Verify calculation: - Total Duty: $10,000 (5%) - Exempted Duty: $5,000 (50%) - Net Duty: $5,000 5. ✅ Submit

Expected Results: - Partial exemption calculated correctly - Net duty: $5,000 (50% of $10,000) - Tax still applies fully: $16,000 - Total Payable: $21,000

Scenario 14: Permit Renewal Workflow

Objective: Test permit renewal.

Test Data: - Original Permit: Import License - Pharmaceuticals (Expires 2024-12-31) - Renewal Application: 2024-11-01

Steps: 1. ✅ Create Renewal Permit Application: - Link to original permit (Renewal Of field) - Same permit type - New validity dates 2. ✅ Submit renewal application 3. ✅ Approve renewal 4. ✅ Verify original permit status: Renewed 5. ✅ Use renewed permit in new declaration

Expected Results: - Renewal linked to original - Original permit marked as Renewed - New permit active - Can be used in declarations

Scenario 15: Exemption Certificate Expiration

Objective: Test expired exemption handling.

Test Data: - Exemption Certificate: Valid To 2024-12-31 - Declaration Date: 2025-01-15 (after expiration)

Steps: 1. ✅ Create Exemption Certificate (expired) 2. ✅ Create Declaration 3. ✅ Try to add expired exemption 4. ✅ Verify system validation: - Should warn/block expired certificate - Status check: Expired 5. ✅ Create new valid exemption 6. ✅ Use new exemption

Expected Results: - System detects expired certificate - Warning/error shown - Cannot use expired certificate - Must use valid certificate

Scenario 16: Declaration Value Calculation

Objective: Test declaration value calculation from commodities.

Test Data: - Commodity 1: 100 units × $500 = $50,000 - Commodity 2: 200 units × $150 = $30,000 - Commodity 3: 50 units × $400 = $20,000 - Total: $100,000

Steps: 1. ✅ Create Declaration 2. ✅ Add multiple commodities with quantities and prices 3. ✅ Verify auto-calculation: - Total Value per commodity - Declaration Value (sum of all) 4. ✅ Update commodity values 5. ✅ Verify declaration value updates

Expected Results: - Declaration Value: $100,000 (auto-calculated) - Updates when commodities change - Accurate calculations

Scenario 17: Document Status Tracking

Objective: Test document status workflow.

Test Data: - Required Documents: Commercial Invoice, Packing List, B/L, COO

Steps: 1. ✅ Create Declaration 2. ✅ Add document requirements 3. ✅ Track document statuses: - Pending → Received → Verified → Submitted 4. ✅ Upload documents 5. ✅ Mark as Received 6. ✅ Mark as Verified 7. ✅ Submit declaration (documents marked as Submitted) 8. ✅ Verify document alerts: - Missing documents highlighted - Expired documents flagged - Pending documents shown

Expected Results: - Document statuses tracked - Alerts for missing documents - Status progression works - Document attachments maintained

Scenario 18: Multi-Currency Declaration

Objective: Test multi-currency handling.

Test Data: - Declaration Currency: USD - Commodity Values: EUR, GBP, USD - Exchange Rates: EUR/USD = 1.10, GBP/USD = 1.25

Steps: 1. ✅ Create Declaration (Currency: USD) 2. ✅ Add commodities with different currencies 3. ✅ Set exchange rates 4. ✅ Verify conversion: - EUR values converted to USD - GBP values converted to USD - Declaration Value in USD 5. ✅ Calculate duty/tax in USD 6. ✅ Submit

Expected Results: - Currency conversion works - Declaration Value in base currency (USD) - Duty/tax calculated in base currency - Exchange rates applied correctly

Scenario 19: Declaration Amendment

Objective: Test declaration amendment workflow.

Test Data: - Original Declaration: DEC-2024-001 - Amendment Reason: Quantity correction

Steps: 1. ✅ Create original Declaration 2. ✅ Submit Declaration 3. ✅ Create Amendment: - Link to original (Amended From) - Update quantities - Enter amendment reason 4. ✅ Submit Amendment 5. ✅ Verify: - Original declaration linked - Amendment tracked separately - Both declarations visible

Expected Results: - Amendment created successfully - Original declaration linked - Amendment reason recorded - Both declarations tracked

Scenario 20: Compliance Reporting

Objective: Test compliance reports and dashboards.

Steps: 1. ✅ Create multiple declarations (various statuses) 2. ✅ Run Declaration Status Report: - Filter by status, date range, customer - Verify data accuracy 3. ✅ Run Customs Compliance Report: - Check compliance metrics - Identify issues 4. ✅ Run Filing Compliance Report: - Verify filing deadlines met - Check late filings 5. ✅ View Customs Dashboard: - Key metrics - Status overview - Alerts 6. ✅ View Global Customs Dashboard: - Multi-country view - Comparative metrics

Expected Results: - Reports generate correctly - Data accurate - Filters work - Dashboards show real-time data - Alerts functional

Advanced Scenarios

Scenario 21: Complex Multi-Leg Shipment

Scenario: Shipment with multiple customs clearances (origin, transit, destination).

Steps: 1. ✅ Create Declaration Order (Origin country) 2. ✅ Create Declaration (Origin - Export) 3. ✅ Create Declaration (Transit country) 4. ✅ Create Declaration (Destination - Import) 5. ✅ Link all declarations 6. ✅ Track end-to-end

Expected Results: - All declarations linked - End-to-end visibility - Status tracking per declaration

Scenario 22: Bulk Declaration Creation

Scenario: Create multiple declarations from single order.

Steps: 1. ✅ Create Declaration Order with 10 commodities 2. ✅ Create multiple Declarations: - Split by commodity type - Split by value threshold - Split by permit requirements 3. ✅ Verify each declaration independent 4. ✅ Track separately

Expected Results: - Multiple declarations created - Each tracked independently - Links maintained to order

Scenario 23: Integration with Transport Module

Scenario: Declaration linked to Sea/Air Shipment.

Steps: 1. ✅ Create Sea Shipment 2. ✅ Create Declaration 3. ✅ Link Sea Shipment to Declaration 4. ✅ Verify auto-population: - Vessel details - Port information - ETD/ETA - Container numbers 5. ✅ Create Global Manifest from Shipment 6. ✅ Create US AMS from Manifest 7. ✅ Verify all links

Expected Results: - Shipment linked to Declaration - Data auto-populated - Manifest created from shipment - AMS created from manifest - Full traceability

Testing Checklist

Functional Testing

Declaration Order

  • [ ] Create Declaration Order manually
  • [ ] Create Declaration Order from Sales Quote
  • [ ] Add commodities with HS codes
  • [ ] Add parties (Importer, Exporter, Broker)
  • [ ] Add document requirements
  • [ ] Status progression: Draft → Confirmed
  • [ ] Link to Air/Sea Shipment
  • [ ] Create Declaration from Order

Declaration

  • [ ] Create Declaration manually
  • [ ] Create Declaration from Order
  • [ ] Auto-population from Order
  • [ ] Add/Edit commodities
  • [ ] Add/Edit parties
  • [ ] Add transport details
  • [ ] Link to Air/Sea Shipment
  • [ ] Add documents with attachments
  • [ ] Calculate declaration value
  • [ ] Calculate duty/tax
  • [ ] Add charges
  • [ ] Status progression: Draft → Submitted → Under Review → Cleared → Released
  • [ ] Rejection workflow
  • [ ] Amendment workflow
  • [ ] Create Sales Invoice

Permit Application

  • [ ] Create Permit Application
  • [ ] Link to Permit Type
  • [ ] Add applicant (Customer/Supplier)
  • [ ] Add documents
  • [ ] Status progression: Draft → Submitted → Under Review → Approved
  • [ ] Renewal workflow
  • [ ] Link to Declaration
  • [ ] Permit validation in Declaration

Exemption Certificate

  • [ ] Create Exemption Certificate
  • [ ] Link to Exemption Type
  • [ ] Set validity dates
  • [ ] Set exemption value/quantity
  • [ ] Upload certificate document
  • [ ] Verification status
  • [ ] Status: Active/Expired
  • [ ] Apply to Declaration
  • [ ] Calculate exemptions
  • [ ] Track used value/quantity
  • [ ] Expiration handling

Manifest Filings

  • [ ] Create Global Manifest
  • [ ] Create US AMS from Global Manifest
  • [ ] Submit US AMS to CBP
  • [ ] Create US ISF from US AMS
  • [ ] Validate 24-hour rule
  • [ ] Submit US ISF
  • [ ] Create CA eManifest
  • [ ] Submit CA eManifest to CBSA
  • [ ] Create JP AFR
  • [ ] Submit JP AFR to Japan Customs
  • [ ] Status tracking for all manifests

Integration Testing

  • [ ] Sales Quote → Declaration Order
  • [ ] Declaration Order → Declaration
  • [ ] Declaration → Sales Invoice
  • [ ] Sea/Air Shipment → Declaration
  • [ ] Sea/Air Shipment → Global Manifest
  • [ ] Global Manifest → US AMS/CA eManifest/JP AFR
  • [ ] US AMS → US ISF
  • [ ] Permit Application → Declaration
  • [ ] Exemption Certificate → Declaration

Validation Testing

  • [ ] Required fields validation
  • [ ] HS code validation
  • [ ] Permit requirement validation
  • [ ] Exemption certificate validation (expired, used up)
  • [ ] Document requirement validation
  • [ ] 24-hour rule validation (US ISF)
  • [ ] Currency conversion validation
  • [ ] Date validation (valid from/to)
  • [ ] Value/quantity validation (non-negative)

Calculation Testing

  • [ ] Declaration value calculation
  • [ ] Duty calculation (per commodity, per HS code)
  • [ ] Tax calculation
  • [ ] Exemption calculation (percentage, maximum value)
  • [ ] Total payable calculation
  • [ ] Multi-currency conversion
  • [ ] Exchange rate application

Status Workflow Testing

  • [ ] Declaration Order statuses
  • [ ] Declaration statuses
  • [ ] Permit Application statuses
  • [ ] Exemption Certificate statuses
  • [ ] Manifest statuses (US AMS, US ISF, CA eManifest, JP AFR)
  • [ ] Status transitions
  • [ ] Status-based validations

Document Management Testing

  • [ ] Document requirements
  • [ ] Document attachments
  • [ ] Document status tracking
  • [ ] Document alerts (missing, expired, pending)
  • [ ] Document templates
  • [ ] Document verification

Reporting Testing

  • [ ] Declaration Status Report
  • [ ] Customs Compliance Report
  • [ ] Filing Compliance Report
  • [ ] Declaration Value Report
  • [ ] Customs Dashboard
  • [ ] Global Customs Dashboard
  • [ ] Report filters
  • [ ] Report exports

Error Handling Testing

  • [ ] Missing required fields
  • [ ] Invalid HS codes
  • [ ] Missing permits
  • [ ] Expired exemptions
  • [ ] Missing documents
  • [ ] Invalid dates
  • [ ] Negative values
  • [ ] API errors (manifest submissions)
  • [ ] Validation errors
  • [ ] Submission failures

Performance Testing

  • [ ] Large number of commodities (100+)
  • [ ] Multiple declarations (1000+)
  • [ ] Bulk operations
  • [ ] Report generation (large datasets)
  • [ ] Dashboard loading

Security Testing

  • [ ] User permissions
  • [ ] Role-based access
  • [ ] Data visibility
  • [ ] API authentication
  • [ ] Document access control

Best Practices

1. Master Data Management

  • Maintain accurate HS codes
  • Keep commodity master updated
  • Regularly update exemption certificates
  • Monitor permit validity

2. Document Management

  • Upload documents promptly
  • Verify document completeness
  • Track document statuses
  • Set up document alerts

3. Compliance

  • Monitor compliance reports regularly
  • Set up compliance alerts
  • Track filing deadlines
  • Maintain audit trail

4. Integration

  • Configure manifest settings correctly
  • Test API integrations
  • Monitor submission statuses
  • Handle API errors gracefully

5. Workflow

  • Follow standard workflow: Quote → Order → Declaration
  • Validate before submission
  • Track status changes
  • Maintain document links

Troubleshooting

Common Issues

  1. Declaration submission fails

    • Check required documents attached
    • Verify all required permits obtained
    • Check validation errors
    • Review compliance status

  2. Exemption not applying

    • Verify exemption certificate is Active
    • Check validity dates
    • Verify exemption value/quantity not exhausted
    • Check exemption type configuration

  3. Permit validation fails

    • Verify permit is Approved
    • Check permit validity dates
    • Verify permit linked correctly
    • Check permit type matches requirement

  4. Manifest submission errors

    • Verify API credentials
    • Check filer codes
    • Validate required fields
    • Review API error messages

  5. Calculation discrepancies

    • Verify HS codes
    • Check duty/tax rates
    • Review exemption calculations
    • Validate currency conversions

Conclusion

This guide provides comprehensive workflows and test scenarios for the Customs module. Use these scenarios to:

  1. Understand the complete customs workflow
  2. Test all functionality thoroughly
  3. Validate system behavior in real-world scenarios
  4. Train users on customs processes
  5. Document business processes

Regular testing using these scenarios ensures the system can handle all customs requirements effectively.

Last Updated: 2024 Version: 1.0 Module: Customs

Complete field reference

Workflow uses Declaration Order and Declaration (and related masters). Full field lists:

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