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5 Common Basic Errors When Making Electronic Customs Declarations

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“Electronic customs declaration” is an important process to ensure smoothness and accuracy in import and export procedures. However, there are often basic errors that businesses often encounter when making this declaration. For businesses just starting out or even those with experience, avoiding these mistakes is extremely important to avoid legal and financial risks.

What is electronic customs declaration?

Electronic customs declaration is the process of sending information and documents related to goods transported across borders from one country to another through the electronic customs system. Instead of using traditional paper documents, electronic customs declaration allows relevant parties to send and receive information via the Internet.

Electronic customs declaration process

The electronic customs declaration process is an important process in importing and exporting goods, and it is often adjusted and updated to reflect new regulations and requirements from customs authorities. Here’s some more analysis on each step in the process:

1. Register: This step is important to determine and verify the identity of the business on the electronic customs system. Registration often requires information such as business information, tax identification number, address, and contact information. This process may require supporting documents such as business legal documents.

2. Prepare information: This is an important step to ensure that the information provided about the goods is accurate and complete. This information includes goods description, value, origin, quantity, and other related documents such as invoices, bills of lading, and quality certificates.

3. Complete the declaration form: Enterprises will use software or an online interface to fill in information on the customs declaration form. This requires precision and care to ensure that the information is entered correctly and completely.

4. Submit declaration: After completing the declaration form, the business will send it electronically to the customs system of the port or airport where the goods will be imported or exported. This often requires thoroughness and adherence to deadlines to avoid delays and problems during shipping.

5. Check and approval: Customs will check the information in the declaration form and decide whether to accept or reject. This process may include inspection of the goods directly or based on information provided.

6. Payment of taxes and fees: If there are taxes and customs fees that must be paid, businesses need to do this before the goods are cleared from customs. Late payments may result in late deadlines and penalty fees.

7. Receive notices and documents: After completing procedures, customs will provide notices and documents to businesses to continue the goods transportation process. These documents often include customs clearance records and other related documents.

These steps need to be performed carefully and thoroughly to ensure that the electronic customs declaration process runs smoothly and efficiently.

Basic errors when declaring electronic customs

1. Inaccurate information: Enterprises provide incorrect or inaccurate information about goods, value, or origin, causing problems during customs clearance.
How to fix:
-Check and compare information carefully before submitting the declaration.
-Increase training for employees on regulations and requirements when declaring customs.
-Set up internal checking procedures to ensure the accuracy of information before sending.

2. Missing documents or information: Forgot to submit necessary documents or did not provide complete information in the declaration form.
How to fix:
-Identify the documents and information needed before filing and ensure that they are carefully collected and prepared.
-Set up a reminder system or schedule to ensure that no important documents are missed.

3. Delay in submitting declarations: Enterprises do not submit declarations on time, causing delays in the process of importing or exporting goods.
How to fix:
-Establish a clear and detailed declaration submission process, including specific deadlines.
-Use a reminder or automatic system to notify relevant people about the deadline for submitting declarations.
-Identify the cause of the delay and apply corrective measures to prevent future delays.

4. Non-compliance with customs regulations: Violation of customs regulations and procedures, leading to customs clearance refusal or fines.
How to fix:
-Ensure that staff are fully trained on customs regulations and procedures.
-Establish a monitoring and evaluation system to monitor compliance with customs regulations.
-Promptly handle violations and apply process modification measures to avoid recurrence.

5. Software or system problems: Having technical problems or not being able to access the electronic customs system to submit declarations.
How to fix:
-Contact software or system vendors to resolve technical issues.
-Set up a backup plan to handle emergencies or technical problems that may occur.
-Update and upgrade the system periodically to ensure stability and efficiency.

To avoid these errors, businesses need to prepare information carefully, comply with customs procedures and use electronic customs declaration tools and software accurately and effectively.

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