The Single Administrative Document (SAD) is a generic form designed by the United Nations Conference on Trade – SITE to be used for various customs clearance processing.

The document is configurable to adapt to import and export processing and may be further customized as to form labels. It adheres to WCO and WTO standards.

The various customs process or regime that use the form are import, export, warehousing, transshipment and transit. A particular customs regime has a specialized set of business rules, set of relational fields and tax and duty computation.

TWM closely adheres to the Asycuda business rules and tax and duty computation. A SAD that passes the VASP validation is nearly always sure to pass the validation rules of the BOC system, Asycuda. The VASP application uses the same reference tables being used in the Customs Asycuda system, ensuring that users’ data input are validated against the most updated version of the Customs reference tables.

In the Phase 1 implementation of the VASP, only import for home use clearance process is covered.

Another document, VASP Getting Started, must be read before continuing to the next sections.

This user manual assumes that the user is a Customs broker, or if not, is very familiar with the SAD form.

The Document Library is the main function in the TWM desktopm.

Click on this icon on the toolbar to open the document library, a tree of the e-documents you can be access.

Expanding the tree is triggered by a click on the tailed icon . Horizontal tailed icon denotes a sub-tree or branch. A vertical-tailed icon signifies the options displayed are the lowest branch of the tree. To collapse a branch, click on the vertical-tailed icon.

The options are:

• Customs Administration – refer to functions for accounts management, Customs documents, payment operations and reference lists. Phase 1 users will not use this function.
• International norms are reference tables used in the SAD. You may view the contents of these tables.
• PSAD is the branch for Phase 1 SAD and will be the main functions to be used for Customs processing.
• Tax Administration branch is not implemented for Phase 1 VASP.
• My Profile is the e-document for you to update your user password, desktop preferences.

Click on PSAD horizontal-tailed icon.

To work on a SAD, select SAD and right click mouse.

The local menu shows the main option New and Find. New is selected if a new SAD will be created. Find is selected to view previously created / submitted SAD.

The PSAD has only two status – submitted and processed. Once a SAD has been submitted to the Customs gateway, the SAD can not be modified. The SAD status is changed to processed once a response is received from the Customs gateway.

• NEW SAD

  Click on NEW in the Local Menu.

  A blank SAD form shall be displayed.

  The SAD screen form looks the same as the Import Entry and Internal Revenue Document (IEIRD), the paper form currently used by brokers as the clearance document.

  The SAD boxes are numbered. References to fields will use SAD Box numbers.

  With the correspondence of the screen form and the paper form, which both adhere to the internationally-accepted SAD layout, you should not need extensive training to use the form.

  

• The toolbar

  

  
  

• The tabs

  The tabs are at the bottom of the SAD screen form. They represent forms that make up the SAD.

  

  

The Customs SAD features many user-friendly components. There is a tool tip that displays the field name once the mouse hovers over a field. For a field entry that uses a lookup table, a small yellow downward arrow appears at the extreme right of the field. Clicking on this downward arrow will display entries from the lookup or reference table.

In two related field where the code is for entry, and the name is to be displayed, you can also type in the name corresponding to the code. The system performs a dynamic search as you type in the name.

For other fields where no lookup arrow appears, you can use the Finder tool.

Fill up the SAD from top to bottom, left to right, following the box numbers. After filling in one item, determine if there are more items to include in the SAD. To add another Item Page, click on the Add three Items to the SAD using the toolbar icon.

Immediately, the red ear at the left side of the SAD form will show another ear for the 2nd page iteration.

The valuation note is a form for entering the costs incurred in shipping the goods to the Philippines. Here, you should enter the cost of external freight (shipping or air freight), insurance, internal freight and other costs.

On the top of the screen is stated the Working mode for the Valuation Note. In this case, it is “Apportionment per value”. This is the Valuation method we selected in Box 43 of the SAD. Apportionment per value means the costs of the shipment are apportioned to the items of the SAD based on the invoice amount assigned per item.

Fill in the costs when applicable. There is a column for FCX Code. This is the foreign currency code. If this column is not filled up, the system defaults the currency to the national currency – Philippine Pesos.

The total cost and the CIF value will be computed at the bottom of the screen.

Please proceed to Item Valuation Note.

The Item Valuation note looks very similar to the Valuation Note. This form is used to enter the value of the individual items in the shipment. Based on the valuation methid, the system automatically calculates the costs associated with the item.
Below is a filled-up Item Valuation Note.

There will be as many Item Valuation Notes as there are items in the SAD. The total Invoice Value of the items should not exceed the Invoice Value of the entire shipment.

Please proceed to the Attached Document Form.

The attached document form is used to enumerate the documents that have to be presented as supplementary information to the SAD. Typically, you should attach the commercial invoice, the bill of lading or airway bill, the packing list, certificate of origin, etc.

Right click on the table at the lower half of the screen and right-click.

Select Insert to add an attached document to the list.

Following is a filled-up Attached Document form.

Please proceed to the Containers List form. This tab only appears if Box 19 has been ticked off in the SAD.

Fill in the first 4 container references in Box 31 of the SAD. If you have more than 4 containers in the shipment, enter the 5th and subsequent containers in this form.

Return to the form CSAD.

Return to the CSAD form.

It is now time to verify your document by clicking on the Verify icon.

Click on this icon to verify this form of the SAD.

The message box will display a list of the fields with errors.

Move the highlighter over a line and click.

The cursor will bring you to the field in error. Correct and click Verify again.

In the example, clicking on the error “Border customs cffice – code is mandatory” will bring you to Box 29, Port of destination. Fill in the correct Port of Destination, which in this case, is the same as the office of entry, and Verify again until there are no more errors displayed.

Repeat until all errors have been corrected.

After all errors have been corrected, you are now ready to submit the SAD to BOC.

Click on the Submit icon.

Tick the box for S.A.D. document, hardcopy and the box for e-Mail to: Send an e-mail to your Team Captain. The SAD that you submitted will be attached to your e-mail.

Click on the Print icon.

After the SAD is printed (only the CSAD is printed, you have to go to the different forms and print from there to get a printout.)

Click on the Forward arrow key to end the SAD process.

We hope you have enjoyed using E-Konek’s VASP application. For any comments, please use TWM’s e-mail system and address e-mail to admin.

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