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 4, Entrance.

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Clicking on the entrance icon of
the desired vessel segment will

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bring you to the entrance 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 Organizational 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 field are auto

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populated with information
associated with your ACE Secure

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Data Portal account.

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

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

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like to receive entrance status
updates.

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To add additional e-mail
addresses, simply separate each

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e-mail address with a comma.

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The bond number field is
mandatory.

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The bond entered here must be an
activity code 3 or 3A3

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International Carrier Bond.

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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
Next port fields are auto

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populated from information
provided in the arrival report.

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In these fields, simply make
sure the data is accurate and

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make corrections as necessary.

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Next to #5 on the screen is
where you will enter the

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vessel's actual arrival date and
time.

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This is a mandatory field and
must be in the past.

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Advance entrance is not allowed.
Next to # six

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on the screen is where you will
enter the dock location or

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multiple dock locations for this
vessel during this port of call.

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#7 on the screen is for U.S.
Flag vessels only and is where

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you can declare foreign repairs
and purchases.

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Next to #8 on the screen is
where you will select the

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tonnage mark that applies to
this vessel.

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Next to #9 on the screen is
where you will fill in the feet

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and inch values for the draft.

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Upon arrival, if you are working
with the U.S. Flag vessel and

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you select Yes, foreign repairs
were made, that field will

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expand allowing you to enter the
required information.

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Additional resources can be
found by clicking on the

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question mark where the yellow
arrow is pointing.

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If you clicked on the question
mark, you will see this page

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where you can download a
spreadsheet to assist you with

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your vessel repairs upload.

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To access the spreadsheet, click
on the HERE hyperlink as

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indicated by the yellow arrow.

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Displayed here is the
spreadsheet you can use to

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assist you when uploading
multiple foreign repairs.

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As a note, row one in each
column should not be changed.

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Once your foreign repair
spreadsheet is completed, you

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can upload that spreadsheet
directly to VECS utilizing the

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upload data button on the bottom
left. Displayed here under the

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entrance Special Permits are a
few checkbox options.

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Here you will only need to
select what applies to this

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vessel on this entrance.

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If nothing applies, do not
select anything.

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The SCAC code should transfer
from your arrival report to the

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entrance here.

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From this screen you can verify
or make changes as needed.

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The cargo operations information
should also transfer from your

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arrival report. On this screen

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verify the information is still
accurate or make changes as

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needed.

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Ship stores and crew effects
will be declared here To make

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this process easier, a
spreadsheet template is

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available for each section.

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To access the templates, simply
click on the question mark next

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to each Upload Data button in
the bottom left.

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This is an example of the Vessel
Stores template.

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As stated earlier, no changes
should be made to row one in

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each column.

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Once you have a completed Vessel
Store spreadsheet, you can

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upload it directly to Vex by
using the Upload Data button in

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the bottom left.

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This is an example of the Crew
Effects template.

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As stated earlier, no changes
should be made to row one in

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each column.

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Once you have a completed crew
effects spreadsheet, you can

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upload it directly to VECS by
using the Upload Data button at

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the bottom left.

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Once you reach the bottom of the
entrance page, you will have an

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opportunity to request anything
else not covered on the page.

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Use this free text box in lieu
of e-mail when corresponding

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with CBP on this particular
vessel entrance.

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VECS automatically saves your
work every time you leave a

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field.

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If there are any errors on the
form, you will receive the

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message shown here.

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If you see this message, scroll
through the document to locate

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where those errors are and make
the necessary corrections.

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

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click the blue submit button.

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The e-mail address linked to the
Vessel Agency ACE account and

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any additional e-mail addresses
entered in the other e-mail

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field at the top of the page
will receive the displayed

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e-mail confirmation.

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Similar confirmations will be
received once the document is

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approved or rejected by CBP.

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You may edit an entrance that is
in draft, Submitted, Rejected

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and Amended Draft status.

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To edit an entrance, click on
the Reopen button pictured here.

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VECS records all changes in
status and displays a date and

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timestamp for each transaction
on the form.

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Displayed here is an example of
an Approved entrance.

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This is an example of a Rejected
entrance you can see here.

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00:06:44.600 --> 00:06:48.680
You now have the opportunity to
delete or amend the entrance.

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All rejected entrances will have
comments from CBP.

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Deleting any form in VECS
requires a 2-step process.

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00:06:58.640 --> 00:07:00.560
Step one choose Delete.

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00:07:01.760 --> 00:07:05.936
Step 2 Confirm this is what you
want to do by clicking Confirm

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00:07:05.936 --> 00:07:06.400
Delete.

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00:07:09.600 --> 00:07:13.499
This concludes the Vessel
Entrance and Clearance Training

0773bc0d-f79d-4704-ac07-46ecf0ab28e6-1
00:07:13.499 --> 00:07:17.600
for Vessel Agents Lesson 4. How
to file an entrance in VECS.