Declaration Order

Declaration Order

Declaration Order is the customs order document that captures the customer's declaration requirements before the actual customs declaration is submitted. It serves as the order layer in the customs workflow: Sales Quote → Declaration Order → Declaration. A Declaration Order records parties, shipment details, commercial invoice data, line items, charges, documents, permits, and exemptions. Once confirmed, it flows into one or more Declarations for submission to customs authorities.

To access: Home > Customs > Declaration Order

1. Prerequisites

Before creating a Declaration Order, set up:

• Customs Settings – Default values and compliance settings
• Customs Authority – Target authority for the declaration
• Declaration Product Code – Product codes per item, importer, and exporter
• CI Charge Code – Charge codes for commercial invoice charges
• Shipper, Consignee – Exporter and Importer parties
• Commodity – HS codes and commodity classifications
• Document List Template – Optional template for document checklist

2. Main Sections

2.1 Header

• Order Date – Date of the order
• Sales Quote – Link to source quote (if created from quote)
• Customer – Customer (required)
• Customs Authority – Target customs authority
• Currency, Exchange Rate – Currency for the declaration
• Status – Draft, Submitted, Under Review, Cleared, Released, Rejected, Cancelled
• Customs Broker, Notify Party – Optional parties

2.2 Shipment Details

• Exporter/Shipper – Link to Shipper
• Importer/Consignee – Link to Consignee
• Declaration Type – Import, Export, Transit, Bonded
• Transport Mode – Sea, Air, Road, Rail, Courier, Post
• Air Shipment, Sea Shipment, Transport Order – Links to freight for traceability

2.3 Transport Information

• Vessel/Flight/Vehicle Number – Transport identifier
• Transport Document Number, Transport Document Type – Bill of Lading, Air Waybill, CMR, etc.
• Port of Loading/Entry, Port of Discharge/Exit – UNLOCO ports
• ETD, ETA – Expected departure and arrival
• Container Numbers – Comma-separated list

2.4 Trade Information

• Incoterm, Payment Terms, Trade Agreement – Trade terms
• Country of Origin, Country of Destination – Country links
• Priority Level – Normal, Express, Urgent

2.5 Additional Information

• Marks and Numbers, Special Instructions – Free text
• External Reference – Reference from external systems

2.6 Service Level Agreement

• Service Level – Link to Logistics Service Level
• SLA Target Date, SLA Status, SLA Target Source, SLA Notes – SLA monitoring

3. Commercial Invoice Tab

The Commercial Invoice tab holds invoice header data and line items used for customs declaration.

3.1 Invoice Headers

• Invoice No., Supplier, Supplier Name – Invoice identification
• Inv. Date, Payment Date – Dates
• Inv. Importer, Agreed Place, Incoterm Place, Inv. Incoterm – Invoice terms
• Inv. Total Amount, Inv. Currency, Inv. Exchange Rate – Currency and totals
• Inv. Volume, Inv. Gross Weight, Inv. Net Weight, Packages – Quantities
• CIF, FOB, Charges Excl. from ITOT – Financial breakdown
• Settlement Details – Bank account, LC, payment details

3.2 Line Items

• Commercial Invoice Line Items – Table of items for declaration
  • Declaration Product Code – Link to Declaration Product Code (filtered by Importer/Exporter)
  • Item, Product Code – Fetched from Declaration Product Code
  • Procedure Code, Tariff, Goods Description, Commodity Code, Goods Origin, Preference – Customs classification
  • Invoice Qty, Customs Qty, Price – Quantities and pricing
  • Gross Weight, Volume, Measurements – Physical details

3.3 Invoice Charges

• Commercial Invoice Charges – Charge lines (freight, insurance, discounts, etc.)
  • Charge Code – Link to CI Charge Code (ADD, COM, DED, DIS, EXW, FIF, LCH, OFT, ONS, OTH)
  • Amount, Currency – Charge value
  • Incl. in Inv. Lines?, Add to FOB?, VAT Apply, Included in Inv. Amt – Distribution flags
  • Distribute By – Weight, Volume, Quantity, Value

4. Documents Tab

• Document List Template – Optional template to load document checklist
• Documents – Job Document child table; track Commercial Invoice, Packing List, Bill of Lading, Certificates of Origin, etc.
• Use Populate from Template to load document requirements based on product type and declaration type.
• Track status, date required, and attachments per document.

5. Permits Tab

• Permit Requirements – Child table for permit lines (type, authority, dates, status); aligned with the Permit Requirement master where used.
• Exemptions – Child table for declaration-specific exemptions, carried through to Declaration when the declaration is created.
• Track permits and exemptions required for the declaration.

6. Milestones Tab

• Milestone Template – Optional template for milestone structure
• Milestones – Declaration Order Milestone child table
• Track key milestones (Submitted, Under Review, Customs Clearance, Released).

7. Charges Tab

• Charges – Declaration Order Charges child table
• Populate Charges from Sales Quote – Load charges from linked Sales Quote
• Supports quantity breaks and weight breaks (unified calculation engine; revenue and cost calculation methods).

8. Accounts Tab

• Company, Branch, Cost Center, Profit Center – Accounting dimensions
• Job Costing Number, Project – Optional job tracking

9. Status Workflow

Status	Description
Draft	Order is being prepared
Submitted	Submitted to customs
Under Review	Customs is reviewing
Cleared	Approved by customs
Released	Cargo released
Rejected	Rejected by customs
Cancelled	Order cancelled

10. Creating a Declaration

1. Save the Declaration Order.
2. Click Create Declaration (or View Declaration if one exists).
3. The Declaration inherits all data from the order: parties, commodities, commercial invoice, charges, documents, permits, exemptions.

11. Related Topics

• Declaration
• Declaration Product Code
• CI Charge Code
• Commodity
• Customs Authority
• Customs Settings
• Customs Module
• Document Management
• Milestone Tracking