Custom Document Settings

Module Guide: Customs Document Settings

Module Location

Utilities > Customs Document Settings

Module Purpose

The Customs Document Settings module is used to define and manage the master data for customs document types related to the company's import-export processes. This ensures that all customs transactions comply with regulations, are well-documented, and are easily traceable by document type and status.

1. Main View (List of Customs Document Types)

View Explanation

• Customs Document Types Table:

  • Customs Type Code: The national code or number for the customs document (e.g., BC 2.6.2, BC 2.3).

  • Customs Type Detail: A detailed description or explanation of the document's use (e.g., "Ex Subcon, Ex Loan, Ex Repair", "Import, Re-import").

  • Customs Document Type: Indicates whether the document is for IN (inbound to the country/warehouse) or OUT (outbound).

  • Customs Type Status: An indicator of whether the document is active or not, usually shown as a checkmark (active) or a cross (inactive).

• Action Buttons:

  • New: Opens the form to add a new customs document.

  • Change Status: Modifies the active/inactive status of a selected document.

2. Add/Edit Customs Document Page

View Explanation

• Customs Document Code: An input field for the customs document's short code or name (e.g., BC 2.6.2).

• Customs Document Detail: A text area for entering a detailed description of the document's purpose.

• Document Type: Radio button selection for IN or OUT to indicate the document's function.

• Document Status: Radio button selection for Active or Inactive based on the document's usage status in the system.

3. Steps for Adding/Managing Customs Documents

• Navigate to Utilities > Customs Document Settings.

• Click New to add a new document, or select a document from the list and click Change Status to activate/deactivate it.

• Fill in the Customs Document Code and Customs Document Detail according to regulatory requirements.

• Select the Document Type (IN/OUT).

• Set the Document Status to Active if it is to be used, or Inactive if it is for archival/historical purposes only.

• Click Save to store the data.

4. Integrated Workflow & Business Process

• Mandatory Reference for Customs Transactions: Every import-export transaction in the system must use a code and document detail from this master data to be valid according to customs requirements.

• Control and Compliance Reporting: This master data serves as the primary reference for compliance reports, audits, and customs reconciliations.

• Process Logic: The distinction between IN (inbound) and OUT (outbound) transactions will be clearly maintained, allowing each logistics process to automatically adapt the required legal supporting documents.

5. Tips & Important Notes

• Always ensure the customs document types are updated if there are changes in government regulations.

• Define the descriptions clearly so that users without a customs background can still select the correct document when inputting transactions.

• Managing active versus inactive documents is important to ensure that new transactions only use currently valid customs documents.

• Access to this feature should be restricted to tax/customs staff or compliance administrators.