Customs declarations

A customs declaration links a purchase request and an organization. The Customs Coordinator enters the entry number, HS code, duty in USD and filing date, then follows the declaration status from Draft to Submitted. The purchase context supplies the supplier, order reference and goods description for the human filing review.

• Entry context. Link the declaration to the purchase and organization whose goods the entry covers.
• Filing detail. Keep the entry number, HS code, duty in USD and filing date on the declaration.
• Recorded outcome. Change the declaration status and decision date only after checking the external filing or release evidence.

Agree how the team receives entry numbers and classification decisions from its filing process. Record the HS code and duty on the declaration itself, so a reviewer can look at the value that was used. The decision date and revision help the coordinator identify the declaration that received a decision. The approved and rejected paths should have clear owners.

Agree which filing source supplies the entry number, classification, duty and outcome. Name the Customs Coordinator who records those values and the Trade Operations Lead who checks the purchase link. A declaration status records the team’s case state; it does not itself issue customs release. Decide where supporting external evidence belongs and who may see an attachment marked Shared.

Take a purchase with an order reference and one declared entry. Enter the HS code and duty, mark the declaration Submitted after filing, and ask the Customs Coordinator to compare the entry number with the external filing evidence. On approval, record the decision date; on rejection, leave a clear follow-up trail with the linked purchase evidence.

Ask the Customs Coordinator to open the actual filing result and compare its entry number with the declaration linked to the purchase. Record the date and approved or rejected status that correspond to the external outcome. If the entry is rejected, keep its evidence with the same purchase while the coordinator determines the next filing action.

Before moving an entry to Completed, compare the decision date with the filing record and reopen the linked purchase. The coordinator should be able to identify which entry belongs to which order without guessing from a supplier name alone.

• Submitted declarations — Filed entries awaiting a decision, with classification and duty visible.
• Declaration status board — Draft, submitted, approved and rejected entries grouped by status.

See the first handoff and the next decision for a case-level rehearsal.