Welcome to the Vessel Entrance and Clearance System Training
for vessel agents.
This is Lesson 3, Arrival report.
Clicking on the arrival report icon of the desired vessel
segment will bring you to the arrival report page.
The left pane displays the following information.
The vessel's name, The vessel's flag, the vessel's International
Maritime Organization number or IMO number, the vessel's call
sign, the vessel type, the vessel's owner and the vessel's
operator.
The right pane displays the status of certificates and
documents submitted via the Document Imaging System, or DIS.
The Name, Phone Number and Agency e-mail fields are auto
populated from your ACE Secure Data Portal account.
The other e-mail field is optional and allows for input of
a team e-mail address or any other e-mail address you would
like to receive Arrival Report status updates.
The bond number is mandatory.
The system will check if the bond number is valid once you
press the submit button at the bottom of the form.
The last port, arrival port and the next port is auto populated
from the ENOA. In these fields,
simply make sure the data is accurate and make corrections as
necessary.
As a reminder, the bond must be an activity code 3 or 3A3
International Carrier bond.
The estimated date of arrival must be in the future.
Click on the calendar and the clock icons to set the date and
time. At least one dock location is required.
Typing part of the dock location name or the port code will list
all matching values.
You can add multiple locations in chronological order of
arrival by clicking on the blue + If the vessel will move to
different births while in port, you can remove locations by
clicking on the X or X all
to clear all locations. To land Supplies, Ship Stores and Sea
stores subject to Free or Duty Paid entry, simply select
Unlading. To remove vessel owned equipment permanently or for
repairs and return to the vessel
select the Unlading box.
You can enter each item 1 by 1 or use the Upload Data button
for multiple items.
A template is provided and can be accessed by clicking the
question mark next to the Upload Data button and then clicking
the hyperlink in the example text.
The downloadable template is in the CSV file format and should
be completed as pictured here
on the screen.
The uploaded data automatically populates the fields as seen
here.
This is useful in the case of multiple items or lengthy
itemized declarations.
Now we will cover special permits such as bunkers,
ballast, bonded warehouse, FTZ withdrawal, services, permission
to board, and more.
To identify a special permit per voyage, simply select the box
next to each function.
In this example, both bunker fuel and bonded warehouse FTZ
are selected.
This is indicated by a blue check mark. For vessels arriving
outside of the port of entry, or discharging
cargo outside of the port of entry, or requiring a boarding
at anchor
may be requested by selecting the box as displayed here. To
request permission to board without CBP supervision prior to
the inspection or boarding of the vessel
list all individuals here.
These individuals could include surveyors, Courier personnel,
essential crew replacements, etc.
On this portion of the arrival report, verify the pre-populated
SCAC codes by entering a voyage number.
If you need to make a change, you can do so here as these
fields are fully editable.
However, at least one field is required when the vessel is
laden with foreign cargo.
Under Cargo Operations, you can select the type of cargo and
what is expected to happen to that cargo while in port on this
arrival.
This section provides you with an opportunity to request
Preliminary Entry or Aqua Lane.
This will allow cargo operations to begin prior to a formal
entrance.
Military cargo or cargo being retained on board for onward
ports can be declared here.
The crew and passenger counts are pre populated based on
information received from the ENOA associated with this
arrival.
If everything looks good, you're good to go.
If not, you can make a change here.
Any additional comments or requests not addressed in the
above fields may be written in free text form here.
This function is meant to replace the need to send a
separate e-mail to the CBP office servicing your vessel.
When you reach the bottom of the page, you will find a delete,
save and submit button.
The system saves the information as you progress through the
form.
You can manually save by clicking the save button.
The submit button will be disabled until all errors are
corrected.
A message in red font will appear above the action button
if there are any errors on the form.
The date and time of the last successful save are displayed
under the action buttons.
Once you are ready to submit and all errors are corrected, click
on the blue submit button.
You will then receive an e-mail confirmation.
You may delete an arrival report if CBP has not processed the
request.
Arrival reports that have been approved by CBP cannot be
deleted.
You may edit an arrival report if CBP has not processed the
request.
Arrival reports that have been approved by CBP cannot be
edited.
This is an example of the e-mail confirmation that will be sent
to the e-mail address associated with the Vessel Agency ACE
account and any additional e-mail addresses entered in the
other e-mail field at the top of the form.
You may edit an arrival report by clicking the Reopen button.
This will put the arrival report back into a draft status and
allow you to edit the page.
Once you are done, remember to resubmit the document.
The vessel entrance and clearance system records all
changes in status and displays a date and time stamp for each
transaction on the form.
If CBP rejects an arrival report, the user will be able to
amend the report by clicking the Amend button.
After reviewing the information and making necessary changes,
you may resubmit the amended arrival report.
The status will change to Resubmitted.
You may only delete information when the arrival report is in
Draft, Submitted, or Resubmitted status.
Once again, if CBP has approved your arrival report, you will
not be able to delete or make modifications to the arrival
report.
If you choose to delete an arrival report, VECS will ask
you to confirm deleting the form.
Once you click the confirm delete, the form will clear all
fields and you will be able to start working on a blank arrival
report.
This concludes the Vessel Entrance and Clearance Training
for Vessel Agents Lesson 3 Arrival Report.