Automated Importation

Monitoring System (AIMS)

User Manual
Version 2.0 | July 2019
 Table of Contents

1.0 General Information ............................................................................................................................... 3

1.1 Objectives............................................................................................................................................ 3
1.2 Scope and Limitation........................................................................................................................... 3
2.0 User Roles ............................................................................................................................................... 4
3.0 Workflow................................................................................................................................................. 6
4.0 Process Service Level Agreement ........................................................................................................... 7
5.0 Instructional Guide.................................................................................................................................. 8
Instructional Guide for Supplier ................................................................................................................ 8
Pro Forma Invoice Submission .............................................................................................................. 8
Shipping Documents Submission ........................................................................................................ 10
1.0 General Information
1.1 Objectives
The objectives of AIMS are:

• To improve monitoring of the end-to-end importation process by increasing

visibility to all stakeholders through notifications;
• To automate requests for GR 107 and GR 109;
• To generate a centralized repository for the importation data and documents;
• To increase data integrity by eliminating multiple handling of the template;
• To aid in the validation of demurrage, storage, electrical, detention, and truck
demurrage charges incurred; and
• To create a workflow for the end-to-end process.

1.2 Scope and Limitation

AIMS covers the monitoring of the end-to-end process of importation. The scope of the
process will begin with the contract creation of buyer and end in the return of empty container
to container yard. The detailed process flow is shown in the Workflow section.

Submission of Application of Submission of

Creation of Creation of
pro forma SPS permit (if shipping
contract purchase order
invoice necessary) documents

Lodgment of Arrival of Receipt of Submission of

Creation of GR
shipments in shipments at original documents to
107
customs port documents CRT

Release of Return of empty

Payment of GR 109 and STO Receiving in
shipments from container to
duties and taxes processing warehouse
port container yard

Figure 1. Overview of the scope of the process

For the first phase implementation of the tool, AIMS is limited to direct imported traded
goods. These items are handled by JWSL. Consigned items are not part of the monitoring.
2.0 User Roles
The matrix below shows the responsibilities of each stakeholder in the process.

Role Responsibilities
1. Update the Importation file upon contract creation. Ensure that all details in the
Buyer
file is filled up.
1. Generate shipment order upon purchase order creation.
2. Update the Importation file quarterly or upon creation of purchase order. Encode
Planner shipment order number and PO details in the Importation file.
3. Fill up Importation Port Arrival Form and provide warehouse and delivery details
upon receipt of port arrival notification.
1. Upload pro forma invoice or booking confirmation document in the Importation
Invoice and SPS Submission Form and encode shipment order number.
Supplier 2. Upload scanned copy of shipping documents in the Importation Shipping
Documents Submission Form. Encode shipment order number, actual departure,
and estimated arrival date.
1. For shipments that require SPS, Upload SPS permit and encode the application,
issuance, and expiration date upon issuance of the permit in the Importation
Shipping Documents Submission Form.
2. Review the documents upon receipt of shipping documents from the supplier.
Encode all the required shipment details in the Importation GR 107 Request
Form based on the documents provided by the supplier and ensure that all data
are correctly encoded before submission. Attach bill of lading and invoice
documents.
3. If the request is rejected or partially processed, ensure to correct the specific
details indicated by IMG and resubmit the Importation GR 107 Request Form
4. Encode in the Importation GR 107 Request Form the date of CRT submission.
5. Fill up the Importation Port Arrival Form upon arrival of shipments in the port.
Indicate the date of receipt of original documents and discharge date for each
shipment order.
Broker 6. Fill up the Importation Lodgment and Payment form upon lodgment of shipments
in the Bureau of Customs. Provide the required details in the form for each entry.
Attach temporary/final assessment notice (TAN/FAN), single administrative
document (SAD), bill of lading, and invoice documents.
7. Update the Importation Lodgment and Payment form once the payment is
reflected in the customs. Provide the payment date and the official receipt
number.
8. Fill up the Importation CV Release and Return form upon release of shipments
from port. Provide the date and time of exit from port.
9. Update the Importation CV Release and Return form and encode return of
containers in the empty yard.
10. Update the Importation Billing Report bi-monthly and encode the charges
incurred for each shipment order.
 1. Assess correctness of details sent by the broker from the accomplished form.
2. Approve or reject GR 107 request based on the assessment. If approved, encode
the GR 107 details in the form. Otherwise, indicate the reason for rejecting the
IMG Processor
request.
3. Process GR 109 and STO upon arrival of truck in the warehouse. Fill up
Importation Warehouse Receiving Form and encode GR 109 and OD details.
1. Check the details sent by the system and compare it to the documents presented
by the broker or trucker.
Warehouse 2. Fill up the Importation Warehouse Receiving Form and encode arrival date and
Inbound Clerk time upon arrival of truck in the warehouse.
3. Update the Importation Warehouse Receiving Form and encode departure date
and time upon exit of the truck in the warehouse.
3.0 Workflow
4.0 Process Service Level Agreement
Process Responsible Process SLA AIMS SLA
1. Creation of contract Buyer -
2. Creation of purchase order Planner - Quarterly
3. Submission of pro forma invoice Supplier - -
4. Application of SPS (if necessary) Broker 1 day Real time
5. Releasing of SPS (if necessary) Broker 6 days Real time
6. Submission of scanned shipping documents Supplier -
7. Finalization of shipping documents Broker 2 days -
8. Request of GR 107 Broker 1 day Real time
9. Creation of GR 107 IMG Processor 1 day Real time
9.1. Updating of the details on the Importation Broker 12 hours Real time
Shipment Form when GR 107 request is declined
10. Submission of documents to CRT Broker 1 day Real time
11. Receipt of original shipping documents Broker - Upon arrival
11. Arrival of container in port Broker - Real time
12. Sending of delivery details and warehouse Real time
Planner 3 hours
location
13. Filing and lodgment of container to BOC Broker 1 day Real time
14. Payment of duties and taxes to BOC Broker 1 day Real time
15. Release of container from port Broker 2 days Real time
16. Arrival of container in warehouse Warehouse - Real time
17. Request of GR 109 Warehouse - Real time
18. Processing of GR 109 and STO IMG Processor 1 hour Real time
19. Departure of container in warehouse Warehouse - Real time
20. Return of container to container yard Weekly
Broker 1 day
(Thursdays)
21. Submission of billing report IMG Processor Bi-monthly
(15th, 30th)
5.0 Instructional Guide
Instructional Guide for Supplier
Pro Forma Invoice Submission
1. Open internet browser and go to Importation Invoice and SPS Submission Form. To access the
form, go to https://cognitoforms.com/ZFC/ImportationInvoiceandSPSSubmissionForm.

2. Fill up all the required details. First, input Supplier Name.

3. In one submission, only one pro forma invoice should be attached. List all the shipment orders
included in the pro forma invoice. For invoice with more than one shipment order, click
. to add a new line.

4. Then, click to attach the document.

5. If there is more than one submission to be submitted, click and repeat steps 3-4.

6. Click to submit the form. A confirmation that the response has been recorded will appear.
Shipping Documents Submission
1. Open internet browser and go to Importation Shipping Documents Submission Form. To access
the form, go to https://cognitoforms.com/ZFC/ImportationShippingDocumentsSubmissionForm.

2. Fill up all the required details. First, input Supplier Name.

3. In one submission, only one set of shipping documents should be attached. Input Actual
Departure and Estimated Arrival.

4. List all the shipment orders included in shipping documents. For documents with more than one
shipment order, click to add a new line.
5. Then, click to attach the shipping documents.

6. If there is more than one submission to be submitted, click and repeat steps 3-4.

7. Click to submit the form. A confirmation that the response has been recorded will appear.