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New regulations for shipments to non-European Union countries are mandatory as of July 2009
Use our new free UPS Web-Portal for your export declarations
Welcome to the AES Web-Portal from UPS
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Requirements
Customs registration number
A 7-digit customs registration number is issued by the federal customs administration to (1) participants in IT-supported procedures or (2) in licensing procedures of the Federal Office of Economics and Export Control (BAFA*) or the Federal Office of Agriculture and Food (BLE*) or (3) to persons who regularly submit customs declarations*. It is used as an identification and administrative code under which the participant's address data, the authorisations granted to him and the network links available to him are recorded in compliance with data protection regulations. The customs registration number gives customs authorities easier access to all relevant information.
There is no obligation to state the customs registration number for:
- Participants who only occasionally submit customs declarations (no more than three times a year);
- Customs declarations submitted by post or express and courier services for their customers, unless the participant is entitled to deduction of input tax;
- Written customs declarations under passenger traffic, unless the participant is entitled to deduction of input tax.
The customs registration number is issued free of charge on request, by Informations- und Wissensmanagement Zoll* (customs information management)
You will find the appropriate application form, "Beteiligte Stammdaten - Adresserfassung und -berichtigung (Participant Master Data - Address Recording and Correction)", (Preprint 0870) on the current customs authority website*
A direct download is available here
With the customs registration number you will also receive a Participant identification number (BIN). You need both the BIN and the customs registration number for subsequent exports.
Participant identification number (BIN)
The BIN replaces a hand-written signature in electronic data exchanges with customs. A BIN can be applied from the "Koordinationsstelle ATLAS" (KoSt ATLAS) using the BIN application form (Preprint 0872*)
Since long waiting times are likely in dealings with the relevant authorities, we advise you to apply for the customs registration number as soon as possible. Without the customs registration number, subsequent exports via Atlas will no longer be possible, except in the case of the exceptions listed.
Options for electronic data transmission:
Using software certified by customs for drawing up electronic export declarations (EAD/MRN). Software suppliers and service providers offer various access options for such software. The range extends from complete in-house solutions through to online access via a computer centre.
Parties who wish to use their own certified software in data exchanges with Atlas should apply to KoSt ATLAS.
According to § 8 a of the Customs Regulations, use of electronic data transfer requires prior registration. Application for participation in the ATLAS IT process should be made to KoSt ATLAS, using form 874. At the same time, KoSt ATLAS should be informed of the necessary network connection data, using the Participant Master Data - Network Connection form (Preprint 0871*)
Authorised exporters
Please note that your current authorisation will expire on 01.07.2009. All authorised exporters must re-apply to their main customs office using form 0850(IT).
The application form is available here*
What are the benefits of being an authorised exporter?
You are not dependent on customs office opening times. So you can send your export declaration and receive the export accompanying document (transfer or EAD) 24/7. You receive a notification of your approval/denial a few minutes after the correct export declaration is sent.
Since long waiting times are likely in dealings with the relevant authorities, we advise you to apply for an approved exporter status as soon as possible.
Thank you for your interest in the UPS export solution. Should you have any further questions, please contact us on 01805 882 663 (14 Cent/Min. from German fixed telephone network; from mobile phones it may vary).
Terminology:
Export declaration
The export declaration is requested by the appropriate customs office (export customs office) for deliveries to countries outside the EU (third countries). The export declaration is also a customs clearance document for export control, a log for export statistical purposes and, where appropriate, in the case of example 3, also proof of exemption from VAT.
Export customs office
The export customs office is the competent customs office for your company's headquarters. One of the functions of the export customs office is to approve your export declaration, after verification of all the details contained in the export declaration and other necessary documents. Where necessary, it carries out inspection measures.
Customs office of exit
This is generally the last customs office before the shipment leaves the EU. It is responsible for monitoring and confirming the export and transferring the confirmation of export to the export customs office.
Single and two-stage export procedure
According to Customs Code Article 191 (5), the export declaration must be submitted to the competent customs office for the place where the exporter is domiciled or where the goods are packed or loaded for export. In the two-stage procedure, the application is therefore made to your customs office. The export formalities are processed and exit from the EU is monitored at the customs office of exit.
According to Customs Code Implementing Regulation Article 794, goods that are not subject to prohibitions and restrictions, and have a value that does not exceed EUR 3,000 per shipment, can be declared at the customs office of exit. This is what is known as a single-stage procedure, in which the processing and completion of exit formalities are carried out by the selected customs office of exit at the border.
When using the single-stage procedure you will not get an EAD from your customs office. This will be done by the customs office of exit after customs control. Please provide UPS in this case a copy of the MRN # generated by your system. Because of internal processes at UPS we strongly recommend the two stage procedure as shipments to Switzerland and Norway in Standard service will be processed by customs offices not having the status of a customs office of exit.
Status message for export shipments
Formalized document for exportation to relief customs procedure when exporting commodities which are not subjected to prior approval (appendix A7: Foreign Trade Regulation (AWV)). It replaces the export declaration and can be used by companies which are considered as reliable by Superior Financial Directorates and whose accountings allow revisions. This demands that the supervision of exportations won't be affected.
Statistical threshold value
In Germany a written declaration must be submitted above the "statistical threshold value" of EUR 1,000.
AES - Automated Export System
The electronic export system (for Germany this is "ATLAS - Ausfuhr") was implemented in Germany on 01 August 2006. It replaces the paper-based export procedure. Until 30.06.2009, exports from Germany will be processed in parallel. According to the Customs Code Implementing Regulation [Commission Regulation (EEC) No. 2454/93], after 30.06.2009, the electronic process will be mandatory for all exporters in Germany. A parallel system means that both paper-based and electronic export declarations will be accepted by the customs authorities.
Decentralised communication partner (Dez.KP)
The Dez.KP acts as a "postman", who undertakes data exchanges with the authorities. The Dez.KP has a customs registration number and a BIN, which authorises access to the ATLAS software and which has to be included in all relevant communication. The Dez.KP does not take any legal responsibility for drawing up the communication and does not appear in the customs authority documents.
Export accompanying document (EAD)
Beginning 01.07.2009, the export accompanying document will replace the current export declaration. This document will be e-mailed to you in PDF format after your customs office successfully processes the export declaration.
MRN - Movement Reference Number
The MRN is the customs authority registration number. This number can be used at any time to monitor the status of your shipment. The MRN can be found in the export accompanying document transmitted to you by your customs office. It appears in the top right of the document, as a barcode and an 18-digit alpha numerical version.
Frequently Asked Questions:
I want to send a shipment with UPS to a country outside the European Union. What documents do I have to complete or give to the driver?
Essentially, every export shipment must be accompanied by a commercial or pro forma invoice. There must be three copies of the invoice as well as the original.
Until 01.07.2009, shipments with values exceeding € 1,000 must also have an export declaration (single administrative document) or an export accompanying document attached. Beginning 01.07.2009, the customs authority will only accept export accompanying documents. Depending on the country of import and the commodities, further documents may be required, such as a certificate of origin or an export licence. You will find more detailed information on this on the customs website*
Where can I find my customs office?
You can find it on the Customs website*
Please click on the list of customs office post codes.
When will the customs authority request an export declaration?
When exporting community goods with a value exceeding € 1,000 to countries outside the EU. For goods that require an export licence, an export declaration must also be submitted for goods of any value. Shipments with a value exceeding € 3,000 must be declared for export at your export customs office.
I have several shipments with a value under € 1,000 going to the same client. The total value, however, exceeds € 1,000. What should I do?
According to Foreign Trade Regulation § 4c (3), an export shipment is defined as all goods that an exporter exports at the same time via the same customs office of exit for the same purchasing country to the same destination country. This means that all shipments sent to the same recipient on the same day have to be consolidated. If the value of the goods after consolidation exceeds EUR 1,000, an MRN must also be created for these shipments. We recommend that you hand the packages to UPS as a single shipment.
When is an export declaration not required?
Export declaration is not required for shipments to EU countries. The exceptions are shipments to areas in which the value-added tax directive does not apply. For community goods with a value of less than € 1,000, an export declaration is not compulsory. Exceptions to this are shipments that require an export licence. For these, an export declaration must be submitted.
How are export shipments under € 1,000 treated by customs?
For shipments of goods with a value under EUR 1,000, it is possible to make a verbal declaration. A verbal customs declaration is a physically expressed, spoken declaration of intent. This form is considerably easier for the applicant than the formal written declaration. It is however restricted to special customs clearance cases. The verbal declaration for export procedures is set out in Customs Code Implementing Regulation 226.
For verbal declarations, a commercial or pro forma invoice is sufficient.
Can I apply for presentation of goods outside the customs office using the electronic system?
YES. Please apply for this in the extra spaces provided. Use the wording: "We are applying for presentation of goods outside the customs office in accordance with § 9 Para. 2 of the Foreign Trade Regulation." Ultimately, your customs office will decide whether or not you have to present the goods.
I am having problems filling out the export declaration. Who can help me?
You will find all the necessary information in the explanatory notes to the single administrative document. These explanatory notes can be downloaded free of charge from the customs website*
Are there deadlines for applying for the customs registration number?
We recommend that you obtain the customs registration number as soon as possible, as long waiting times are likely.
My customs office has told me that the MRN No. has to be filled in when goods are exported. Will you do this for me?
UPS will gladly complete your export accompanying documents.
To make it easier for both you and UPS in the future, an MRN must be allocated to the waybill number, and a space has been allocated for it in all UPS shipping systems. Beginning 01.01.09, you will receive a note requesting you to enter your MRN in the appropriate space. If you do not use any of our shipping systems, please mark the MRN clearly and legibly on the export documentation. The export accompanying document is essential for the completion of your export shipment. Therefore we would request that you always give UPS a copy of the export declaration. To ensure the smooth processing of your export declarations, please always place the export accompanying document (EAD) on top of invoices and place everything in the shipment pouch.
Where are your customs offices of exit?
UPS processes your Express and Expedited shipments via customs office DE007154, Cologne/Bonn airport. If you have a WW Standard shipment to Norway, the customs office of exit is SE060340 Svinesund Tollsted. If you have a WW Standard shipment to Switzerland, the customs office is DE004055, Weil am Rhein. If you ship WW Standard to Turkey the customs office of exit is DE007154 Flughafen Köln/Bonn. The customs office of exit for Express Freight Shipments is DE007154 Cologne/Bonn airport. Standard Freight Shipments are processed via customs office DE003302 Frankfurt.
Please note that Standard service shipments to Switzerland and Norway cannot be shipped using the single-stage process. UPS processes such shipments via customs offices that are not situated at the border and therefore do not undertake any customs office of exit functions.
I have received a letter from my main customs office stating that my status as an authorised exporter has expired. What can I do?
All authorised exporters must re-apply for authorisation. You must fill out form 0850(IT) and send it back to your main customs office.
The application form can be found here*
What are the conditions for an authorised exporter status?
The export data must be electronically transferred. You will find further information on the Customs website.
What mode of transport must I declare at the border?
Please use transport mode "Domestic" 30 for road traffic. For Standard shipments please state transport mode "Border" 30 and Art 33 with Germany as country of origin of the lorry. Please use transport mode "Aircraft" 40 with Germany as country of origin of the lorry.
Where do I enter documents such as commercial invoices?
Please enter the documents in the "documents" field on the export declaration.
How are original documents processed by UPS?
To enable UPS to create a link to your export declaration, we ask that you mark documents with the UPS waybill no. and the MRN. UPS will continue, as before, to forward your documents to the appropriate address.
How do I obtain an export notice?
If you are an AES user, you will receive the export notice electronically after a successful export from your customs office. Otherwise, please contact your logistics partner.
What does the transfer note on the export accompanying document mean?
The transfer period on the document states that you cannot export the goods before this date. In general, the obligation to declare an export to the customs office 24 hours in advance applies. You can obtain more detailed information from the customs website*
* Please note: all pages and documents will be displayed in German language
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