From our offices in the harbour of Newhaven, East Sussex, our systems are connected to the H.M. Customs Chief and NES portals. This enables our highly trained and skilled staff to manage inbound customs clearances and outbound freight declarations.

Our services are focused on Newhaven, but our badges cover all of the principal south coasts Ro/Ro harbours. Therefore, enabling us to serve Dover, Newhaven. Portsmouth and Southampton, along with several other harbours. In addition, we also cover the Channel tunnel.

Foreign harbour clearances, whether in Dieppe or the other French Ro/Ro harbours can also be organised seamlessly. Our software connects directly to our French network, reducing the potential delays and inaccuracies. which may occur with re-keyed data. Our French ports coverage includes Dunkerque, Calais, Dieppe, Le Havre and Ouistreham as the major Ro/Ro harbours. Also, Euro Tunnel in Coquelles.

All of this information, for each and every consignment, must be provided to the clearing agent at the point of exportation. An export entry, detailing the journey to be undertaken and the customs status of the cargo will be prepared.

Whether the delivery of the data for clearance purposes is to be done by the shipper, or the haulier, early presentation is always advised. This will ensure that the data has been processed, whilst the vehicle is heading to the harbour. Delays will inevitably occur if the parties wait until the driver arrives in the harbour. Of course, even longer delays can be expected if the documentation is not sent with the vehicle.

Based on the data included in the export entry, the entry for the inbound clearance has to be prepared and completed prior to the vehcile departing form the UK departure point. If the data is available in full and if it is routed for immediate clearance by the customs authorities, it could be that the vehicle is permitted to leave the harbour without delay.

For us to provide a fast and efficient clearance service, requires significant collaboration, involving exporting companies, importers and their hauliers. The benefit of fully electronic service is often seen in the immediate release of a vehicle upon arrival in the destination harbour. That can only happen if the data pertaining to every consignment contained within the carrying unit is accurately collated, ideally prior to the goods being loaded.

In the first instance, the shipper must produce customs invoices. These will detail the nature, number, packaging type and quantity, the gross and nett weights, the value and the terms of shipment. As with any commercial invoice, the purchaser will be identified. It may also be a requirement of the importing territory for specific declarations to be included within the body of the document, these may confirm origin, conformance, or other requirements specific to the type of cargo and country rules. Origin is an important subject, with some significant alterations in approach from 1/1/2022. Please refer to the summary of origin regulations, via the page tab Rules of Origin and Invoices.

At the heart of the correct identification of the cargo is the Customs Commodity Code. It is the role of the exporter to associate each of their products to the relevant CCC from within the tariff. This data must also be shown in the invoice for the shipment to be cleared.

The purpose of the commodity code is for the national authorities to set tariffs, taxes, import and export controls, documentary requirements or other supplementary data.

Different countries may set differing criteria for each commodity code. This may be to control the flow of specific cargo into their territory, or perhaps to avoid a negative impact on their local producers or manufacturers of particular product types.

A link to the UK Customs tariff can be found via the Resources tab. 

Associated with the cargo invoice, is the Packing list. This describes the nature of the cargo, the type and quantity of packages. There should be a cross-relationship with the invoice and will also be shown the names, addresses and contact details of the shipper and the overseas receiver.

There are options for the authorities to delay transit through the harbour, this may involve documentary checks, document and cargo examination, in the case of restricted cargoes, it may be that the release of the vehicle will depend upon the authority of departments other than customs.

There are two further elements that have to be considered, but which haven’t yet been addressed above. Those being Duty and VAT.

As a result of the Trade Deal, Duty is not payable on most EU transactions. Cargo of non-EU origin, in particular, Chinese manufactured items, even if supplied from a UK or EU location, are often liable to duty charges. With this in mind, declarations of origin are absolutely essential in the invoice for all shipments, both export, and import.

VAT on imported cargo is likely to be accounted for in the quarterly returns of all VAT registered traders. Non-registered traders are likely to have to pay VAT at the prevailing rate, during the importation process. So cash-flow may well be impacted, in particular for non registered importers.

The essential message which traders must absorb and prepare for is that things for many companies have changed considerably in 2021. Businesses that have previously traded only with EU suppliers and customers will have to alter their invoicing and documentary practices. All future dealings with EU customers and suppliers will have to be negotiated with a clear agreement over the INCOTERMS which are going to be applied.

It may, therefore, be necessary to formally negotiate who is going to have responsibility for each customs clearance charge, who pays any duty which may apply, plus any other gaps in trading terms that may currently exist. When shipping cargo under DAP terms, it is advised that the parties agree whether that is strict DAP or DAP Cleared (Incoterm DDU). Whichever version of DAP is used, must be stipulated on the invoice.