Declaration

Declaration

Declaration is the customs clearance document submitted to customs authorities. It is created from a Declaration Order and inherits parties, commercial invoice data, line items, charges, documents, permits, and exemptions. The Declaration tracks submission, processing, clearance, and billing status.

To access: Home > Customs > Declaration

For customs-related upgrades (status migrations, permit/exemption structure), see Recent Platform Updates.

1. Prerequisites

• Declaration Order – Source order (or create manually)
• Declaration Product Code – Product codes for line items
• CI Charge Code – Charge codes for invoice charges
• Commodity – HS codes and commodity classifications
• Customs Authority – Target authority
• Document List Template – Optional document checklist
• Logistics Milestone – For milestone tracking

2. Main Sections

2.1 Header

• Declaration Date – Date of the declaration
• Sales Quote, Declaration Order – Source links
• Customer – Customer (required)
• Customs Authority – Target authority (required)
• Declaration Type – Import, Export, Transit, Bonded
• Declaration Number – Number assigned by customs (after submission)
• Total Declaration Value – Calculated from commercial invoice line items or invoice total
• 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
• 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

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
  • 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. Processing Information

• Submission Date, Submission Time – When submitted to customs
• Approval Date – When cleared
• Rejection Date, Rejection Reason – If rejected
• Processing Officer – Customs officer
• Expected Clearance Date, Actual Clearance Date – Clearance dates

5. Financial Information

• Duty Amount, Tax Amount, Other Charges – Customs charges
• Total Payable – Total amount payable
• Payment Status – Payment status

6. Service Level Agreement

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

7. Permits Tab

• Permit Requirements – Child table for permit lines (type, authority, dates, status); aligned with data created from the Declaration Order where applicable.
• Exemptions – Child table for exemptions carried from the order or maintained on the declaration.
• Track permits and exemptions for the declaration.

8. Charges Tab

• Charges – Declaration Charges child table
• Supports quantity breaks and weight breaks (unified calculation engine). Each charge row has Estimated Revenue and Estimated Cost (from the Declaration Order; used for WIP and accrual) and Actual Revenue and Actual Cost (calculated on the declaration; used for Sales Invoice and Purchase Invoice when present). Use Recalculate All Charges to refresh actual amounts; estimated amounts are not changed.
• Create Change Request – Add additional charges via Change Request

8.1 Profitability (from GL)

When Job Costing Number and Company are set, the form displays a Profitability section with revenue, cost, gross profit, WIP, and accrual from the General Ledger. See Job Management Module.

9. Milestones Tab

• Milestone Template – Optional template for milestone structure
• Milestones – Declaration Milestone child table
• Visual timeline (Submitted, Under Review, Customs Clearance, Released).
• Use Generate from Template to populate from template.

10. Documents Tab

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

11. Accounts Tab

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

12. Invoice Monitoring

• Sales Invoice, Purchase Invoice – Linked invoices
• Fully Invoiced, Date Fully Invoiced – Invoice status
• Fully Paid, Date Fully Paid – Payment status
• Date Sales Invoice Requested / Submitted – Invoice lifecycle
• Date Purchase Invoice Requested / Submitted – Cost invoice lifecycle

13. Recognition (WIP / Accrual)

• WIP Recognition – Work-in-progress recognition settings (uses Estimated Revenue only)
• Accrual Recognition – Cost accrual settings (uses Estimated Cost only)
• Estimated Revenue, WIP Amount, Recognized Revenue – Revenue tracking
• Estimated Costs, Accrual Amount, Recognized Costs – Cost tracking
• Sales Invoice and Purchase Invoice creation use Actual Revenue and Actual Cost when present and > 0; otherwise they fall back to estimated amounts.

14. Status Workflow

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

15. Workflow

1. Create Declaration from Declaration Order (or manually).
2. Set Exporter/Shipper and Importer/Consignee.
3. Add Commercial Invoice Line Items – select Declaration Product Code (filtered by importer/exporter); Item, Product Code, Tariff, Goods Description, etc. are auto-filled.
4. Add Commercial Invoice Charges – select CI Charge Code.
5. Attach documents (Commercial Invoice, Packing List, BL, etc.).
6. Add Permits and Exemptions as required.
7. Submit to Customs Authority.
8. Track milestones (Submitted → Under Review → Released).
9. Create Sales Invoice for billing.

16. Amendments

• Use Amended From to link an amended declaration to the original.
• Amendments follow the standard Frappe amendment workflow.

17. Related Topics

• Declaration Order
• Declaration Product Code
• CI Charge Code
• Customs Workflow Guide
• Commodity
• Customs Authority
• Milestone Tracking
• Document Management
• Change Request
• Job Management Module
• Customs Module