Technical guide for the Canadian Export Reporting System (CERS) portal — Create, amend and void rules for export documents

5.0 Create, amend and void rules for export documents

The “Create Export Document” function is used for the initial submission of an export document.

An amendment involves the submission of a replacement export document (with all applicable data elements), which will then overwrite the previous Export Document on file in the CBSA system. In the CERS Portal, this is accomplished by locating and opening the Submitted Document and selecting “Amend.”

When an export document is “Voided,” it cannot be amended. A new Export Document will need to be created.

Long description

CERS Portal submission types

Type 1: Export Declarations includes: Key Export Declarations, Bulk Load and One-time submission.

Type 2: Summary reports which includes: Key Summary Report and Upload Summary Report Lines.

5.1 Export declarations rules

As a rule, the exporter or CSP will be required to submit an amend to update the export declaration when any of the data elements on the original or amended export declaration, on file in the CBSA system, have changed. Amendments can be made up to 90 days after the original submission. To view which data elements can be amended, please refer to Appendix A.

An amendment reason must be selected when the user attempts to resubmit the export document as an amendment.

The following are valid reasons for a declaration amendment:

• Addition of or change in export permit/licence/certificate number
• Change in carrier code and/or unique carrier-assigned number
• Change in country of final destination and/or ultimate consignee information
• Change in date of export
• Change in description of goods (including quantity, country of origin, value, HS code)
• Change in line items within the declaration (addition or removal of line items)
• Change in place of export
• Reason not listed above
• Goods no longer being exported from Canada

When submitting an amendment, you must select only one reason for the amendment. The amendment reasons are listed in order of priority. When more than one reason applies to a single amendment, use only the reason that is closest to the top of the list.

An amendment or void request should be submitted to the CBSA as soon as it is apparent that a declaration must be amended or voided. After 90 days, amendments or voids are required to be made using the Voluntary Disclosure process. For more information on this process, please refer to the Voluntary Disclosure D-Memo.

Completion instructions for the “unique carrier-assigned code”

The new Canadian Export Reporting System (CERS) removes a gap that occurs in the Canadian Automated Export Declaration (CAED) that allows the proof-of-report number to be generated before an export declaration has been submitted. CERS will only generate a proof-of-report number after the export declaration has been successfully submitted.

The CBSA is aware that the exporting carrier occasionally obtains the proof-of-report before the export declaration has been submitted in order to provide the exporter a "unique carrier-assigned code". This practice has originated from some carriers hardcoding their system to require the proof-of-report before generating a Cargo Control Number (CCN).

The "unique carrier-assigned code" on an export declaration must enable a carrier or warehouse operator to locate and present the goods to the CBSA for examination at any time prior to the goods leaving Canada. It is an alphanumeric sequence that must be 21 characters or less and cannot have been previously used within the calendar year. It does not need to be the CCN.

Carriers unable to generate a "unique carrier-assigned code" without the proof-of-report number may instruct exporters to enter an identifier that can be used by carriers and warehouse operators to locate and present the goods to the CBSA for examination at any time prior to the goods leaving Canada. For example, a carrier may ask an exporter to use one of the following identifiers: trailer #, parcel #, container #, railcar # or equipment #.

The exporter would subsequently complete the "unique carrier-assigned code" by adding the date of export to this identifier. If multiple shipments are associated to the same identifier, the "unique carrier-assigned code" would also need to number the shipments related to the identifier to make the code unique.

This guidance can be summarized with the following formula:

unique carrier-assigned code = [identifier] + [date of export] + [shipment #]

5.2 Summary Reporting Program rules

When an amendment is required, you must select the specific summary report you would like to amend. As a rule, the exporter or CSP will be required to submit an Amend to update the summary report when any of the data elements present in the most recent version of the report need to be changed. The amend submission must be completed within 30 days of discovering (or being notified by the CBSA) that one or more changes are required.

An amendment reason must be selected when the user attempts to resubmit the export document as an amendment.

The following are valid reasons for a declaration amendment:

• Addition of or change in export permit/licence/certificate number
• Change in carrier code and/or unique carrier-assigned number
• Change in country of final destination and/or ultimate consignee information
• Change in date of export
• Change in description of goods (including quantity, country of origin, value, HS code)
• Change in line items within the declaration (addition or removal of line items)
• Change in place of export
• Reason not listed above
• Goods no longer being exported from Canada

When submitting an amendment, you must select only one reason for the amendment. The amendment reasons are listed in order of priority. When more than one reason applies to a single amendment, use only the reason that is closest to the top of the list.