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Creating a Road Export job

Sequoia v1.189 onwards

To create a new export job, you can either:

  • Select File > New > Job from the main Sequoia toolbar at the top of the screen, or
  • Right click any of the road, ocean or air lists in the export module and select New from the context menu.

This will display the New Job dialog.

First, specify the type of job you are creating - Air, Ocean or Road - by clicking one of the icons (as shown below).

New job dialog

If you select this from the main Sequoia toolbar then the job icons you see on the dialog will include those for imports. If you right click on the export job lists, then you will only see the export (air, road and ocean) job icons.

Fill in the information in the boxes as detailed in the table below.

Label Information required
Reference Enter the job reference here.
You can configure Sequoia to automatically generate job references for you. If you have done that then you can leave the reference blank here and the next reference will be automatically assigned once you create the job.
Customer You must specify the customer for each job in Sequoia.
You can enter either the shortcode, name or EORI (TIN) number to identify them, or enter a question mark [?] to search.
Relationships Sequoia will remember relationships for a customer - i.e. where you have previously created jobs specifying the same consignor and consignee. You can click the Dropdown to the right of this box to display a list of previously used relationships. Alternatively you can key in the details (the shortcode) of each party or leave them blank and fill them in later.

The job editor

Once you have filled in the correct information, click [OK] to create the job. This will then display the job editor form.

Export job editor

Label Information required
Customer The details of the customer specified when the job was created.
Consignor The name and address and EORI (if present) will automatically be mapped to the Consignor [box 02] of the declaration.
Consignee The name, address and EORI (if present) will automatically be mapped to the Consignee [box 08] of the declaration.
Goods Description A description of the goods being exported. This will be mapped to the Goods Description [box 31] of the 1st declaration item.
Origin The origin (UN/LOCODE) of where the goods are moving from. The declaration Dispatch Country [box 15a] will be derived from this location.
Destination The destination (UN/LOCODE) of where the goods are moving to.
Packages The number of packages in the consignment - this will be mapped to Total Packages [box 06] of the declaration.
Gross Weight The gross weight of the consignment.
CT Status You can enter the status manually or click the Dropdown to the right of this box to display a list of valid CT statuses.

Creating a Shipment record

In Sequoia, a Shipment is the equivalent of the transport document; it can be at house or master level. So for a road export this would represent a groupage load (house) or a full load (master).

A shipment can contain one or more jobs - where for instance you are being asked to ship goods from more than one consignor on the same load. It is however more common to have one job with one shipment.

To create a shipment record, click the New Shipment task. This will display the shipment editor, as shown below.

Export shipment editor

As you can see, some of the information from the job (origin, destination etc.) has copied onto the shipment.

Label Information required
Category Select either House or Master. You can type [H] or [M] or click the Dropdown to the right of the box to choose from the list.
Master Enter the reference of the master transport document here. This will automatically be mapped as a previous document [box 40] of the declaration.
House If this is part of a groupage load, enter the reference of the 'house' transport document here. This will automatically be mapped as a previous document [box 40] of the declaration.
Vehicle reg. Enter the expected vehicle registration number, if known. This will automatically be mapped as the transport ID [box 21] of the declaration.
Trailer No. Enter the expected vehicle trailer number, if known.
Date Enter the shipment date. You can type it in (in the format DD/MM/CCYY) or click the Dropdown to the right of the box to choose from the calendar.
Consignor + Consignee These copy from the job that you created. However they can be changed here without affecting the job. It may be that the shipment is being addressed to a third party agent for instance.
Origin, destination, packages, weight and description can also be amended here without affecting the job record.

Once you have input all of the information, click [Save] at the top of the shipment editor toolbar and then close the form by clicking X at the top right of the form.

This will then return you to the job editor, where you will see the shipment details summarised on the shipment task as highlighted below.

Export job with shipment task

Creating a Declaration

To create a customs declaration for this job, click Declaration on the Customs Action task (below the Shipment task).

This will display the New Declaration dialog (shown below) where you can choose the type of declaration you wish to create.

New declaration dialog

Select the appropriate type of declaration by highlighting it on the list and clicking [Create]. The export declaration editor will then display.

Export declaration editor

As you can see from the example above, information from the job and the shipment has been completed automatically. Complete the rest of the declaration with the required data.

Important information

If the goods to which the declaration relates are to be exported moving via locations without existing customs control systems, including RoRo listed locations and other non-inventory linked locations, an ARRIVED declaration - i.e. by declaring EXA or similar in box 1 - must be submitted before the goods have left the trader's premises.

In these circumstances the mode of transport (box 26) should be declared as 6.

This MUST be done in the original declaration; you cannot amend a pre-lodged declaration to an arrived one.

You should refer to the guidance from the UK Trade Tariff: volume 3 for CHIEF for more information on the requirements.

Once you have completed all of the required information, click [Send] on the toolbar at the top left of the declaration editor.

This will transmit the declaration to CHIEF and close the declaration editor.

Export job with shipment and declaration task

The customs action task on the job editor will update to reflect the current status of the declaration as it is processed by customs (as shown above).

Adding more tasks

A job may require multiple declarations. This could be due to the nature of the goods being exported meaning the maximum number of declaration items (99) is exceeded or because the goods are being exported under simplified procedures - the job could require one or more supplementary declarations.

If additional declarations are required, add a new Customs Action task by clicking the New button at the top of the tasks window and choose Customs Action Task (as shown below).

Adding a task