WEBVTT

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Welcome to the Vessel Entrance
and Clearance System Training

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for vessel agents.

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This is Lesson 3, Arrival
report.

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Clicking on the arrival report
icon of the desired vessel

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segment will bring you to the
arrival report page.

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The left pane displays the
following information.

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The vessel's name, The vessel's
flag, the vessel's International

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Maritime Organization number or
IMO number, the vessel's call

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sign, the vessel type, the
vessel's owner and the vessel's

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operator.

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The right pane displays the
status of certificates and

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documents submitted via the
Document Imaging System, or DIS.

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The Name, Phone Number and
Agency e-mail fields are auto

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populated from your ACE Secure
Data Portal account.

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The other e-mail field is
optional and allows for input of

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a team e-mail address or any
other e-mail address you would

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like to receive Arrival Report
status updates.

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The bond number is mandatory.

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The system will check if the
bond number is valid once you

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press the submit button at the
bottom of the form.

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The last port, arrival port and
the next port is auto populated

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from the ENOA. In these fields,

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simply make sure the data is
accurate and make corrections as

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necessary.

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As a reminder, the bond must be
an activity code 3 or 3A3

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International Carrier bond.

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The estimated date of arrival
must be in the future.

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Click on the calendar and the
clock icons to set the date and

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time. At least one dock location
is required.

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Typing part of the dock location
name or the port code will list

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all matching values.

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You can add multiple locations
in chronological order of

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arrival by clicking on the blue
+ If the vessel will move to

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different births while in port,
you can remove locations by

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clicking on the X or X all

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to clear all locations. To land
Supplies, Ship Stores and Sea

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stores subject to Free or Duty
Paid entry, simply select

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Unlading. To remove vessel owned
equipment permanently or for

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repairs and return to the vessel

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select the Unlading box.

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You can enter each item 1 by 1
or use the Upload Data button

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for multiple items.

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A template is provided and can
be accessed by clicking the

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question mark next to the Upload
Data button and then clicking

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the hyperlink in the example
text.

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The downloadable template is in
the CSV file format and should

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be completed as pictured here

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on the screen.

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The uploaded data automatically
populates the fields as seen

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here.

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This is useful in the case of
multiple items or lengthy

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itemized declarations.

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Now we will cover special
permits such as bunkers,

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ballast, bonded warehouse, FTZ
withdrawal, services, permission

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to board, and more.

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To identify a special permit per
voyage, simply select the box

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next to each function.

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In this example, both bunker
fuel and bonded warehouse FTZ

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are selected.

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This is indicated by a blue
check mark. For vessels arriving

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outside of the port of entry, or
discharging

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cargo outside of the port of
entry, or requiring a boarding

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at anchor

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may be requested by selecting
the box as displayed here. To

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request permission to board
without CBP supervision prior to

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the inspection or boarding of
the vessel

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list all individuals here.

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These individuals could include
surveyors, Courier personnel,

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essential crew replacements,
etc.

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On this portion of the arrival
report, verify the pre-populated

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SCAC codes by entering a voyage
number.

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If you need to make a change,
you can do so here as these

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fields are fully editable.

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However, at least one field is
required when the vessel is

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laden with foreign cargo.

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Under Cargo Operations, you can
select the type of cargo and

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what is expected to happen to
that cargo while in port on this

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arrival.

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This section provides you with
an opportunity to request

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Preliminary Entry or Aqua Lane.

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This will allow cargo operations
to begin prior to a formal

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entrance.

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Military cargo or cargo being
retained on board for onward

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ports can be declared here.

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The crew and passenger counts
are pre populated based on

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information received from the
ENOA associated with this

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arrival.

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If everything looks good, you're
good to go.

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If not, you can make a change
here.

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Any additional comments or
requests not addressed in the

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above fields may be written in
free text form here.

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This function is meant to
replace the need to send a

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separate e-mail to the CBP
office servicing your vessel.

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When you reach the bottom of the
page, you will find a delete,

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save and submit button.

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The system saves the information
as you progress through the

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form.

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You can manually save by
clicking the save button.

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The submit button will be
disabled until all errors are

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corrected.

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A message in red font will
appear above the action button

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if there are any errors on the
form.

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The date and time of the last
successful save are displayed

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under the action buttons.

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Once you are ready to submit and
all errors are corrected, click

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on the blue submit button.

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You will then receive an e-mail
confirmation.

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You may delete an arrival report
if CBP has not processed the

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request.

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Arrival reports that have been
approved by CBP cannot be

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deleted.

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You may edit an arrival report
if CBP has not processed the

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request.

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Arrival reports that have been
approved by CBP cannot be

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edited.

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This is an example of the e-mail
confirmation that will be sent

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to the e-mail address associated
with the Vessel Agency ACE

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account and any additional
e-mail addresses entered in the

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other e-mail field at the top of
the form.

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You may edit an arrival report
by clicking the Reopen button.

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This will put the arrival report
back into a draft status and

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allow you to edit the page.

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Once you are done, remember to
resubmit the document.

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The vessel entrance and
clearance system records all

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changes in status and displays a
date and time stamp for each

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transaction on the form.

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If CBP rejects an arrival
report, the user will be able to

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amend the report by clicking the
Amend button.

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After reviewing the information
and making necessary changes,

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you may resubmit the amended
arrival report.

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The status will change to
Resubmitted.

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You may only delete information
when the arrival report is in

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Draft, Submitted, or Resubmitted
status.

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Once again, if CBP has approved
your arrival report, you will

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not be able to delete or make
modifications to the arrival

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report.

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If you choose to delete an
arrival report, VECS will ask

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you to confirm deleting the
form.

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Once you click the confirm
delete, the form will clear all

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fields and you will be able to
start working on a blank arrival

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report.

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This concludes the Vessel
Entrance and Clearance Training

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for Vessel Agents Lesson 3
Arrival Report.