Using the Fallback Procedure for BE AES Exports

There are 2 scenarios for using the fallback procedure:

Scenario 1: The export declaration has not been sent.

Scenario 2: The export declaration has already been sent.

Scenario 1: The Export Declaration Has Not Yet Been Sent.

In this scenario, there are 2 ways of initiating the fallback procedure:

1. Activate fallback manually
2. Activate fallback via DVI

Scenario 1a:

If you have not yet sent your customs declaration, you can open the fallback procedure in the customs declaration.

Note: 

• You must have a ticket number and a BCP ID. (See BCP ID Generation note below).
• The other requirements for the fallback procedure must be satisfied (authorizations).

BCP ID Generation

There are 2 options to get the BCP ID:

1. If the Economic Operator does not have an authorization to generate their own ID numbers, they can request the BCP IDs upfront from customs. This means that the user needs to manually enter the BCP ID when activating fallback procedure (as explained in step 3 below).
2. If the Economic Operator has an authorization to generate their own ID numbers, they can generate the BCP IDs themselves. This functionality can be activated via User administration > Clients > Clients. Open the client and then select Export BE from the Customs processes tab.
   
   Additionally, on the same screen, the Sequential no. field, in the Generation of fallback document section, should be set to 'LRN'.
   
   This means that you do not need to manually enter the BCP ID when activating the Fallback procedure (as explained in step 3).

Proceed as Follows to Activate the Fallback Procedure:

1. Ensure the customs declaration status is Ready to declare.
2. In the Assistant pane, go to the Actions group and click on Activate fallback procedure.
   
3. Enter the Ticket no. (call no.) BCP ID and Ticket date in the Fallback procedure window.
4. Click OK to continue.
5. Fallback procedure is added to the title of the customs declaration.  
6. In the Notes section (and on the Customs information sheet, you will find further information on the fallback procedure.
   
7. Additional references of type 1NPS are added to all items via the Common Additional reference documents section of the Items tab. The ticket number and the BCP ID are given as the references.
   

Proceed as Follows to Print the Fallback Document:

1. Click the Assistant message to print the fallback document.
   
2. Once the fallback document has been printed, the status of the customs declaration changes to Fallback doc. / Fallback document printed, with the Fallback procedure variant. The fields in the customs declaration are now locked to prevent any additional input.

Proceed as Follows Once the Disruption has been Fixed:

1. Click the Assistant alert to send the customs declaration.
2. The status of the export declaration changes to Sent, Fallback procedure variant.
3. Once the disruption has been fixed, the customs authorities respond by generating a registration.
4. The customs authorities then send an acceptance (IE528) and a release (IE529). The status of the export declaration changes to Accepted, then to Released.

Additional Information

At the top of the Customs declarations overview, you can add a filter chip for Variant and set it to Fallback procedure if you wish to display only customs declarations created in fallback procedure.

You can deactivate the fallback procedure as long as the fallback document has not yet been printed. To do this:

• Open the customs declaration.
• From the Assistant pane, go to the Actions group and click Deactivate fallback procedure. This will also remove the additional reference.
  

Scenario 1b:

If you have too many declarations that need to be processed under fallback procedure, you can setup an automated flow, so that no manual activation of fallback is needed.

Pre-requisites:

• A separate consignment profile is created, where the export BE transition is set to NOT 'send automatically'.
• An export template is created with DVI 'enable business continuity procedure' and activation of 'auto create document'.
• An export template selector is linked to the above mentioned template with condition 'consignment profile = the newly created consignment profile'.
• Consignment information, imported via the API, includes 1 or 2 additional references:
  • BCP CALL NUMBER (always mandatory)
  • BCP ID (dependent on BCP ID generation)

The triggering of the DVI will create 2 additional references of type 1NPS. The fallback document can be printed as explained above or via the getDeclaration API call.

After the fallback procedure has ended, you should use the 'normal' consignment profile again. You also need to manually push the declarations, that were processed under fallback, to customs.

Scenario 2: The export declaration has already been sent

If the export declaration was sent before the connection to the e-customs system was interrupted:

1. Copy the earlier export declaration for the fallback procedure.
2. Print out a paper copy of the fallback document in the copied export declaration.
3. Finally, cancel the original export declaration.

Note: 

• You must have a ticket number and a BCP ID. (See BCP ID Generation note above)
• The other requirements for the fallback procedure must be satisfied (authorizations).

Proceed as Follows to Activate the Fallback Procedure:

1. Open an export declaration with the status of Sent or Accepted.
2. From the Assistant pane, go to the Actions group and click on Copy for fallback procedure.
   
3. Enter the Ticket no. (call no.) BCP ID and Ticket date in the Fallback procedure window.  
4. Click OK to continue.
5. A copy of the export declaration, with Fallback procedure added to the title, opens in a separate window. Additional notes on the fallback procedure are displayed on the Customs information sheet of both the original export declaration and the copy. The copy changes to Fallback procedure. 
6. Additional references of type 1NPS are added to all items via the Common Additional reference documents section of the Items tab. The ticket number and the BCP ID are given as the references.
   

Proceed as Follows to Print the Fallback Document:

1. Click the Assistant message to print the fallback document.
   
2. Once the fallback document has been printed, the status of the customs declaration changes to Fallback doc. / Fallback document printed, with the Fallback procedure variant. The fields in the customs declaration are now locked to prevent any additional input.

Proceed as Follows Once the Disruption has been Fixed:

1. Click the Assistant alert to send the customs declaration.
2. The status of the export declaration changes to Sent, Fallback procedure variant.
3. Once the disruption has been fixed, the customs authorities respond by generating a registration.
4. The customs authorities then send an acceptance and a release. The status of the export declaration changes to Released.
5. Once the disruption has been fixed and the MRN received, cancel the original export declaration or invalidate it manually if an error message is received. For more information please refer to the Cancelling export declarations and Completing or invalidating export declarations manually sections of the Customs Management User Guide (by logging into the Documentation & Downloads area in the AEB Documentation Center).

Additional Information

At the top of the Customs declarations overview, you can add a filter chip for Variant and set it to Fallback procedure if you wish to display only customs declarations created in fallback procedure.

You can deactivate the fallback procedure as long as the fallback document has not yet been printed. to do this:

• Open the customs declaration.
• From the Assistant pane, go to the Actions group and click Deactivate fallback procedure. This also removes the additional reference.