How to Send an AES Shipment

How To: AES Shipment

How to Send an AES Shipment

Overview / The process for sending an AES shipment through the CargoPoint Export Manager has been simplified. The table below summarizes the steps to send an AES shipment. Details and samples of the new screens follow.
Summary of Steps / The following is a summary of the steps involved with sending an AES Shipment through CargoPoint Export Manager.

Complete your export shipment with all house files and your master, as required.
When the shipment data has been entered and you are ready to prepare the AES data, go to the AES//Export Declaration tab on the house level and click on New. If you have created a Master (Direct) only, you can create your AES data at the master level instead.
Fill in the four tabs of AES information (Parties, Transportation, Commodities, Containers/Bookings).
Verify the data. If everything is all right, the To AES button will display. Click on it.
The AES Queue Selection pop-up will display. Select the correct queue and click on OK.
If there are no problems, a message successfully submitted message will display.
Transmit, as usual.

Export Manager:

Step / Action / Comment
1 / From the Export Manager Transactions drop-down menu, select Shipment or click on the Shipment icon / The Open/New Shipment screen will display.

Open/New Shipment:

Step / Action / Comment
2 / To create a new shipment record, select the New tab.
To select an existing shipment, from the Open tab, select one of the listed shipments and double-click or highlight the shipment and click on the Select button. / For this example, we will open an existing record. When you select an existing shipment from the list, the Shipment Common Information screen will display.

Shipment Common Information:

Shipment Common Information / The master and houses are listed on a table in the center of the window. To add more house records, click on New House.
Step / Action / Comment
3 / When the shipment information is complete and you are ready to add the AES information, highlight the House shipment and click on the Edit button or double-click on the shipment.
You will only select the Master for AES data entry if this is a direct shipment with no house bills. / When you click on the Edit button, the House/Master Common Information window will display.

House/Master Common Information - Details:

House/Master Common Information / This screen collects the detailed information about your house or master shipment. Fill in any missing data.
Containers/P.O.’s/On Hand – If you want the containers to default to AES (non-Air), go to the Containers/P.O.’s/On-Hand screen by checking the box. The Container screen will display. Fill it out and return to this screen.
Additional Information – If you want routing information to default and to print on the SED (non-Air), go to the Additional Information screen by checking the box. The Additional Information screen will display. Fill it out and return to this screen.
Step / Action / Comment
4 / Click on the AES/Export Declarations tab. / The AES/Export Declaration summary window will display.

House/Master Common Information – AES/Export Declarations:

Step / Action / Comment
5 / Click on the New button. / Data will display on this screen if AES or SED information has already been entered. If this is the case, you may highlight the line and click on Edit or double-click on the shipment line.
The AES/Export Declaration detail window will display.

AES/Export Declaration:

AES/Export Declaration / This screen lets you enter the shipment AES information. To do so, select the tabs, as follows:

Parties
Transportation
Commodities
Container/Booking
Routing/Printing (This tab is only for printing the SED; it does not get transmitted to AES).

Note: Most of the information will default from the data existing on this file.
AES Status: You can click on the Status button at any time to see the AES Info for the shipment.
Step / Action / Comment
6 / At the AES Ref # field, click on Auto to automatically generate the AES and SED reference numbers for the shipment. / The Auto numbers come from the Freight Forwarder Client record.
Note: Set-up of the auto-generation of numbers may be required.
7 / Begin with the Parties tab information. If any information is missing for the exporter, consignee, agent, etc., you must add it. / Most of the information in the Parties tab will default. If information is missing, you must add it. Missing information will prevent the shipment from being submitted to AES.
USPPI: The USPPI is defined as the party who receives the primary benefit, monetary or otherwise, from the export sale. See your AES representative if you have questions regarding this field.
8 / When you are done with Parties, click on the Transportation tab. / The Transportation tab window will display.

House/Master Common Information – Transportation tab:

Step / Action / Comment
9 / If any information on the Transportation tab is missing, add it. If any of the data is incorrect, click on the field and change it.
Origin State – The default is from the US PPI. If no code displays, you must enter it.
In Bond Code –The default is 70-Not InBond. If this is an in-bond shipment, select the correct In Bond code from the drop-down menu and fill in the I.T. Entry # and/or FTZ field. / The information on the Transportation tab will default if it has previously been entered.
10 / When you are done with Transportation, click on the Commodities tab. / The Commodities tab window will display.

House/Master Common Information - Commodities:

Step / Action / Comment
11 / To add a commodity record, click on New. / When you click on New, the Commodity Details pop-up window will display.

Commodity Details pop-up:

Commodity Details / This screen allows you to enter the product code and Schedule B or HTS commodity information.
Product Number: [Not required for AES].You can search on this field using the F4 function. The table allows you to keep a cross reference between Product number and Export License number.
HTS #/Schedule B #: Click on the radio button to indicate which numbering system you would like to use, then fill in the required weight and quantities.
Weight Kg: Required.
Value (USD): Required.
Commodity: This is a description of goods and is required.
License Code: This drop-down box allows you to select other license conditions as required. C33 or No License Required is the default value.
Export Information Code: OS, Complete Shipment Information Required, All Other Exports, is the default value. Use the drop-down box to change the code, if necessary.
License # -- If the license code indicates that a license number is requied, this field needs to be filled in.
ECCN: This must be filled in if the license code requires it.
DDTC – Click on this box if the commodity is a firearm. The DDTC pop-up will display to collect the necessary data. [Sample screen below.]
Vehicles – Click on this box if the commodity being shipped is a vehicle. The Vehicles pop-up will display to collect the vehicle license detail. [Sample screen below.]

DDTC Pop-up:

DDTC / The DDTC pop-up will display to collect the necessary data for the shipping of firearms.

Vehicles Pop-up:

Vehicles / Vehicles – The Vehicles pop-up will display if the commodity being shipped is a vehicle. Click on New to display the Exported Vehicle Info pop-up and fill in the vehicle identification information. Click OK to save the vehicle information.

Exported Vehicle Info:

Commodities Detail:

Commodity Details / SED Printing Only: The fields in this frame will print on the SED only and are NOT transmitted to AES.
Step / Action / Comment
12 / When you have completed the Commodities information, click on OK. / The window will close and the AES/Export Declaration will re-display.

AES/Export Declaration – Commodities:

AES/Export Declaration / The License Usage Summary button will give you summary information about products exported against licenses.
Step / Action / Comment
13 / To continue, click on the Containers/ Booking tab. / The Containers/Booking tab window will display.

AES/Export Declaration – Containers/Booking tab:

Step / Action / Comment
14 / For containerized shipments, complete the Containers/Booking tab information. The Booking number will default from the House screen. Enter container numbers and seal numbers, if available. They will default from the House if they were entered (non-Air). / A booking number is required for ocean shipments.
Important Note: The booking number is required to be entered on one and only one line on this screen. Entry on multiple lines will cause an AES rejection. Failure to enter the booking number at all will also cause an AES rejection. (Ocean only, MOT = 1x).
15 / When you are done, you may verify the data by clicking on Verify. If the data is completed correctly, the To AES button will be accessible. Click the To AES button.
To complete the routing and SED printing information, click on the Routing/Printing tab. / If you are ready to send the AES data, click on To AES. The AES Queue Selection screen will display. [Click here to go to the sample screen, skipping the Routing/Printing tab window.]
If you click on OK, the data will be saved and the window will close. If you click on Verify, the program will stay on the screen, check the data, and will enable the To AES button if the data is correct.
The file status (INC, e.g., Incomplete) will change to OK.
If you are printing the SED and click on the Routing/Printing tab, the Routing/Printing tab window will display. [See sample below.]

AES/Export Declaration – Routing/Printing tab:

Routing/Printing tab / This screen is only required if you are printing the SED. The information on this screen does not get transmitted to AES.
Note: The information will default from the House Additional Information screen (non-Air shipments), if the data was entered.

AES Queue Selection:

Step / Action / Comment
16 / Select the correct queue from the drop-down menu. Then click on OK. / This is the queue for this transmission. When you click on OK, if everything is fine, a message indicating the submission was successful will display.

Message Successful message:

Step / Action / Comment
17 / Click on OK. / When you click on OK the House/Master Common Information will redisplay.

House/Master Common Information:

Step / Action / Comment
18 / Click on OK. / When you click OK, the Shipment Common Information screen redisplays.

Shipment Common Information:

Shipment Common Information / Once the AES data has been submitted to the Census Bureau, you can look at the AES status information by clicking on the AES Info button.

AES Information:

AES Information / When the ITN is returned from AES, the number will be printed on Bills of Lading and Cargo Manifests, as required. The ITN will display on the AES/Export Declarations tab in the grid.

Shipment Common Information:

Step / Action / Comment
19 / Send AES for each House shipment by clicking on the next house and repeat Step #3 to Step #17.
20 / Now you can transmit, as usual, or the messages will be sent with the next scheduled transmission.
21 / When you are done, click on the Save and Close buttons on the Shipment Common Information window. / The program will return to the main Export Manager menu.

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