ETHIOPIA ERCA eCMS PROJECT

MANUAL
ERCA TRADE TRANSACTIONS
PORTAL INTRODUCTION

TARGET AUDIENCE
CLEARING AGENCIES / TRANSITORS

Security notice: The information contained within this document is CONFIDENTIAL. Unauthorized disclosure is
prohibited. Failure to observe Webb Fontaine guidelines regarding proprietary information can result in disciplinary action,
including dismissal, and can subject you and/or third parties to legal liability

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Table of Contents

CHANGE CONTROL SUMMARY ...................................................................................... 5

1. INTRODUCTION ......................................................................................................... 6
2. GUIDELINES ............................................................................................................... 7
2.1. LAUNCH BROWSER AND ERCA WEBSITE.....................................................................................7
2.2. TRADE TRANSACTIONS PORTAL TOOLS & LOGIN ......................................................................7
2.2.1. Header and lists..................................................................................................................................... 8
2.2.2. Login box ............................................................................................................................................... 8
2.2.3. Online submission and Online Tracking .............................................................................................. 8
2.2.4. Customs exchange rates....................................................................................................................... 9
2.2.5. Taxation simulator .............................................................................................................................. 10
2.2.6. Search tariff ......................................................................................................................................... 13
2.2.7. Traders Interactive Guide ................................................................................................................... 14
2.2.8. Traders Assistance on codification .................................................................................................... 18
2.2.9. T1 Search ............................................................................................................................................. 20
2.3. SEARCH FOR A DECLARATION ...................................................................................................22
2.3.1. Search results details.......................................................................................................................... 24
2.3.2. View an existing declaration............................................................................................................... 25
2.3.3. Special tabs ......................................................................................................................................... 26
2.3.4. The printouts ....................................................................................................................................... 26
2.3.5. Export................................................................................................................................................... 26
2.4. FILL A SAD ...................................................................................................................................27
2.4.1. The header buttons............................................................................................................................. 27
2.4.1.1. Export/Import XML ..........................................................................................................................28
2.4.1.2. Import from Transit.........................................................................................................................28
2.4.1.3. Verify ................................................................................................................................................29
2.4.1.4. Store.................................................................................................................................................30
2.4.1.5. Taxes ................................................................................................................................................30
2.4.1.6. Cancel ..............................................................................................................................................31
2.4.1.7. Assess...............................................................................................................................................31
2.4.2. Importing an XML file and completing the information.................................................................... 33
2.4.3. Tabs and Fields controls ..................................................................................................................... 33
2.4.3.1. Header .............................................................................................................................................33

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2.4.3.2. Names and Parties ..........................................................................................................................33

2.4.3.3. Transport .........................................................................................................................................34
2.4.3.4. Financial ..........................................................................................................................................34
2.4.3.5. Items ................................................................................................................................................34
2.4.3.6. Attached documents.......................................................................................................................38
2.4.3.7. Containers .......................................................................................................................................38
2.4.3.8. VINs ..................................................................................................................................................38
2.4.3.9. Assessment Notice ..........................................................................................................................40
2.4.4. Manifest and BOL information ........................................................................................................... 40
2.4.4.1. Manifest reference...........................................................................................................................40
2.4.4.2. BOL reference ..................................................................................................................................41
2.4.4.3. Errors in writing-off manifest..........................................................................................................43
2.4.4.4. Impact on subsequent SADs...........................................................................................................44
2.5. ASSESS A DECLARATION (STEP BY STEP GUIDE)......................................................................44
2.5.1. Login .................................................................................................................................................... 44
2.5.2. Online submission............................................................................................................................... 44
2.5.2.1. Header tab .......................................................................................................................................45
2.5.2.2. Names and Parties ..........................................................................................................................45
2.5.2.3. Transport .........................................................................................................................................47
2.5.2.4. Financial ..........................................................................................................................................48
2.5.2.5. Items ................................................................................................................................................49
2.5.2.6. Attached documents.......................................................................................................................50
2.5.3. Verification and assessment of the declaration ................................................................................ 51

3. ANNEX ...................................................................................................................... 54
3.1. SAD FIELDS DESCRIPTION .........................................................................................................54

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DOCUMENT SUMMARY

Subject Trade Transactions Portal Operations

General Description Manual for online view and submission of declarations on ERCA
Trade Transactions portal

Version 1.7

Issue Date 08/04/2019

Circulation ERCA, WF, EU, Clearing agencies / transitors

Prepared by Wladislas Zarnowiecki

Language English

Status FINAL

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CHANGE CONTROL SUMMARY

Version Issue Date Authors Description

1.4 11/10/2018 Wladislas Zarnowiecki Document update

1.5 18/03/2019 Wladislas Zarnowiecki Document update - Annex

1.6 21/03/2019 Wladislas Zarnowiecki Document update - Annex

1.7 08/04/2019 Wladislas Zarnowiecki Document template update

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1. INTRODUCTION
The purpose of this document is to explain and guide the users through the ERCA Trade
Transactions portal, for both view and submission of existing or new declarations. This is a printed
support to the demonstration video which will be available online.

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2. GUIDELINES

2.1. LAUNCH BROWSER AND ERCA WEBSITE

The first step in order for you to access the Ethiopian Customs Transactional Portal, is to launch
your favorite browser.
Mind you that the supported browsers are, the latest versions of both Google Chrome and Firefox as
well as Internet Explorer 11 or above.
When you will be performing this operation in live environment, in your browser address bar type in
the ERCA portal address, which is customs.erca.gov.et, and then enter.

2.2. TRADE TRANSACTIONS PORTAL TOOLS & LOGIN

Once you have typed the address, you will get to the public part of the Ethiopian Trade Transactions
Portal. The main homepage is divided in several boxes or elements, where different operations or
information can be found.

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2.2.1. Header and lists

Similar to any modern website, the top header of the portal offers various drop-down list for you to
select a service or an operation you would like to find / execute. You also have a link at the top
right of the window, for you to get to the login page, and once logged-in, for you to log-out or check
your user profile information.

2.2.2. Login box

On the left of the screen, you can find the login quadrant, where, once you have been provided your
own by ERCA, you can enter there your login and your password. You have there the possibility to
request for your pasword to be reset, when you have forgotten it.
This service only works once you have registered yourself with ERCA Directorate of Customers
Service (DCS) and provided ERCA with all valid information, including your email address.

2.2.3. Online submission and Online Tracking

These two quadrants take you directly to the SAD submission or the SAD search pages, allowing you
to either submit a new declaration, edit a stored one, or find an already assessed declaration.
These services are only available after logging-in

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2.2.4. Customs exchange rates

This quadrant at the bottom of the page provides real time exchange rates from ERCA.
If the ones displayed on the homepage are not the ones you are looking for, after clicking on the
"See more" link, you can get a more comprehensive list, which can even be downloaded as excel or
csv file.

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2.2.5. Taxation simulator

As mentionned earlier in this document, several services are only accessible to logged-in users,
however, four services are accessible to any one. The taxation simulator is one of these services.
This function allows a user to get an estimation of the various taxes to be paid, as well as the
calculated amount, for a given product and value.

Once you have clicked on "Taxation simulator" on the homepage, it takes you to the actual tool. The
picture above shows the information required by the system to be able to provide an answer. Model
of declaration, for instance, country of origin, HS code, etc.

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The first information to provide, after the model of declaration (IM4, IM5, etc.) is the country of origin.
Here, the system loads automatically after selecting this field, the complete list of countries, and will
reduce it, after every letter you type, to countries matching the first letters you have entered.

The second field is for the commodity code, or HS Code. Because of the numerous amount of
codes, it won't display any code when you click in this field, until you have entered the first 2 digits.
Once you have selected these two digits, then the system will display for you the list to chose from.
You can also type the complete code if you know it already.

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The last field proposing a list works exactly like the one for the country of origin, only this time, it
lists currencies codes. Again, by typing the first letters, the list will be filtered and will only display the
codes starting with the same letters.

Once all this information has been entered, you just need to add a value in the selected currency.

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After all the information was provided, and once you have clicked on "Calculate", then the system will
provide you with an answer, with the list of taxes and duties to be paid for such goods, coming from
such country, and valued this much. Please note that this is informative only, and that only the
submission and assessment of a declaration will give you an accurate calculation, considering all the
other elements required on a customs declaration.

2.2.6. Search tariff

The second service accessible to the public is the "Search Tariff" service. Indeed, a trader might
need the HS Code for a product, when he only knows the description, or, on the contrary, is used to
use a HS Code, and doesn't know what are the products included in this code.

Clicking on the link will take you to the search tariff page, where, you will be able to search the
Customs tariff list, either by keyword, or by code. Depending on your search criteria, the results will
be highlighted differently.

In the example above, the keyword used to search a tariff was "honey". After clicking on the search
button, the system provides us with a list of tariff which include this very word in their description. In

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addition to loading the tariff HS Code, and description, the system also pull the information regarding
duty rate (DR), excise rate (ER), VAT, etc.

In another case, instead of looking for a specific keyword, we are looking for a code. In our case,
the HS Code 0409 (4 digits minimum to be provided in order to make the search). In this case, the
system will not highlight the name honey, but the digits selected by the user. The information
however is exactly the same as for the keyword search.

2.2.7. Traders Interactive Guide

The third tool available to the public is the "Traders Interactive Guide". This tool is used by traders to
get more details on what is required when importing or exporting goods. for instance, depending on
the country of origin, the type of procedure code, or the national code, the required documents might
change (health certificate, standard certificate, medical licence, etc.).

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After clicking on the link, you're taken to this tool where, once you have provided all the required
information, you will be given the list of elements to be provided for you to make a declaration.

The first step is to decide whether you are enquiring about import or export documents, by ticking the
right box at the top of the page.

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The second step is to provide the system with a HS Code, filling the field as it is demonstrated in
the taxation simulator (CF. part 2.2.5. of this document ). The same minimum of 4 digits applies here
as well.

The next step is to define the procedure code for this transaction, is it a direct entry for home use, a
temporary import, etc. as well as the national procedure code (government use, home use,
commercial, etc.).
After these have been provided, you can now provide the sytem with the country of origin for the
product.

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At this stage, two possibilities are given to you, you can either add another item, if you want a more
comprehensive simulation, taking in account all your shipment, or just click next.

In order to add items, there is a small

button, which, when you click on it adds another item box for you to fill. In the case you change
your mind, and want to remove an item, or you want to run the simulation again, you can remove
any item by clicking on the
button.

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If you are through, you can then click on the "Next" button, and the system will display the list of
required documents, as well as the item linked to them. If you want to run the tool again, you can
click on the link "what products and regimes" and there modify the items you have provided.

2.2.8. Traders Assistance on codification

The last available tool among the public ones is the "Traders Assistance on Codification". This tool is
very similar to the "Search Tariff" tool, however, it is for all other codifications used within a
declaration, from office code, to company code, airport or port code, financial institutions, etc.

The search page will be very similar to the search tariff page, however, in addition to a keyword, you
can specify in which reference list to look for, such as location, office, banks, etc. in order to filter
the results.

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Once you have entered the keyword and specified the criteria, the tool will display the list of results
where your keyword can be found. This list can be exported as PDF, Excel or CSV, by clicking on
the links at the bottom of the page.

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Once you have entered the keyword and specified the criteria, the tool will display the list of results
where your keyword can be found. This list can be exported as PDF, Excel or CSV, by clicking on
the links at the bottom of the page.

2.2.9. T1 Search

This tool allows you to search a T1 using various details, and will provide you with real time position
as well as status.
You can either search with T1 details, as seen below:

or you can simply provide a container number (in the case of containerized cargo), as seen in the
next picture

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Either way, you will get to a new page with your shipment information, displayed as shown below :

The information available is the following:

• T1 registration number
• T1 registration date
• T1 Status (departed, arrived, guaranteed, etc.)
• T1 Departure office
• T1 Destination office
• Arrival date (or ETA)
• Means of transport (truck and trailer license plate, driver's name, driver's phone number)
plus you have a view on an interactive map, showing you the route taken by your truck, as well as
the time at which it passed each office ("A", "C" and "D" in green above)

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2.3. SEARCH FOR A DECLARATION

Now that you are logged-in, you can perform several operations in addition to all the ones available
to the public:
• the search for an existing declaration
• the submission of a new declaration.
In this part of the tutorial, we will first look at the search option.
Once logged into the portal, you can click on the "e-SAD" link under the quadrant "Online Tracking"

This will take you to the search engine.

There, you will find all the criteria you can use to filter your search and only display the declarations
you are interested in.
The fields in this search engine works as per the fields in the previously presented ones in the public
services, with automated lists, filtered according to the first letters you will type in, but with a new
additional tool here when looking for Declarant, Importer, Exporter, or HS Code.
These fields allow you to type the first characters in, and will display filtered list, as below:

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There are however cases where if you know some element of the name, or the code, it is not
enough for you to find it. You can then, click on the name of the field, displayed in green, which will
open a small finder window, giving you more criterias to filter and select the right code.

This pop-up window, allows you to refine your seach, by code or by name, as it is done in the Tariff
Search option.

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Once you have clicked on "find", the window will display the list of elements corresponding to your
search, and you will be able to double-click on the name, to automatically add it to the search field
in the main window.

2.3.1. Search results details

The results pane will display the list of declarations matching your search criteria, with the following
information: its status, its type (import or export), the procedure code, the year, the office, the
declarant, the declarant reference, the company, the number of items, the registration serial, the
registration number, the registration date, the assessment serial, the assessment number, the
assessment date, the CIF value and the total assessed. Each column of the table can be resized
depending on your need.
For each declaration, several operations are possible, view, edit, or delete. Edit and delete operations
are only available for declaration with “stored” status.

You can then click on the "search" button, to view all the available declarations, and select one to
view it.
in some cases you may have more results, with declarations with different statuses, as seen below:

If as seen below, a row is displayed in RED, this means that the declaration listed there isn't
complete, and that some mandatory fields have not been filled.

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Note that as a declarant user, you can only view the declarations you have made with your own
user, you cannot see anyone else's declaration.

2.3.2. View an existing declaration

Now, let’s have a look at an existing declaration.
By clicking on the “eye” icon at the very left of each declaration, you will open it for you to view all
the details of the declaration.

This view will differ from what a paper based declaration looks like, however, all the information is
there, sorted in various tabs, to make the information accessible more easily, and quicker. Should you
need to verify against a printed declaration, you can select the option at the top right of the
declaration details “toggle European Union SAD box numbers” which will display for each field, the
reference number on a standard declaration. For instance, model of declaration, office of dispatch and
manifest number are part of the box 1 on a paper declaration.
The information is distributed in 9 separated tabs called “Header”, “Name & Parties”, “Transport”,
“Financial”, “Items”, “Attached documents”, “Containers”, “Assessment Notice” and “Support
Information”.

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2.3.3. Special tabs

As you may have noticed, some tabs offer more possibilities, for instance, the “item” tab shows a list
of items, with the possibility to view each item details, separately.

From this page, you can also view the lists of attached documents, containers (if you have any) and
VIN numbers in the case this is a declaration about car importations. Each of these three lists can
be hidden of shown, depending on your needs, and you can from there, view the attached
documents details, the same way as if you were checking the list from the “attached documents” tab.

2.3.4. The printouts

If you need to print and have a paper copy of these documents (the SAD or the assessment notice),
you can do so, directly from the interface, clicking on view / print PDF, which as you will see looks
exactly the same as the original paper based document.

The PDF file will look exactly as a paper based declaration.

2.3.5. Export
The last option, is called “export XML”. This is in the case of a recurrent declaration, to save you the
time of filling every time the same information when you submit a declaration. Indeed, you can export
this declaration as an XML file saved onto your computer, and will be able to load it, when you will
need to submit a new declaration. Let us export one XML and save it to the desktop, to demonstrate
later how to upload it.

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First click on Export XML, then select where you wish to save it, and then click save.

2.4. FILL A SAD

Now that you have seen how to retrieve and view an existing declaration, let’s have a look at the
submission operation, and how to achieve it.
Once logged into the portal, you can click on the "e-SAD" link under the quadrant "Online
Submission"

You now see a page very similar to what you see when you look at an existing declaration, only this
time, there are many editable fields for you to fill, with the mandatory fields underlined in red. Mind
you that these mandatory fields might change depending on the information you will provide, for
instance, if it is an import or an export declaration, or depending on the procedure code.

There are many criteria to validate the information entered in the SAD, you will find in part 2.4.3 the
details of these fields.

2.4.1. The header buttons

You will also notice more available operations on the top of the declaration than when you were
viewing an existing one, with import/export XML, but also, “Verify”, “Assess”, “Store”, “Taxes” and
“Cancel”.

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2.4.1.1. Export/Import XML

The first two buttons are here to allow you either to import an existing XML file, to resume your work
on a declaration you have exported before, or in the case of a recurent declaration, where most of
the information doesn't change, allowing you to save time, or, to export a XML. The export function
can be seen as a way to save your work, so you can resume it later by importing the XML file.

2.4.1.2. Import from Transit

An additional option was added to the portal to allow for the importation of the data directly from the
IM8 from which T1s were generated. To do so the user will need to click on the Import from Transit
button

This will load a pop-up window requesting details on the T1 for which the declaration will be
assessed.

On this window, the user will need to provide the departure office, the registration serial (T), the

registration number and the registration date, then the user will click on
button to validate.

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The system will display many errors since not all the information required for a declaration is
available on an IM8, however, many fields will already be filled, which will save a great amount of
time for the user.

2.4.1.3. Verify
We can start by looking at the verify button, to show what it does. As the declaration is empty, it will
display an error message, and display all the mandatory field where information is missing, or where
the information isn’t correct.
This button can become very handy when the declaration seems to be completed, as it will pinpoint
the exact fields where the information is wrong, or missing.

Once you click on "Verify", a pop-up window will open, showing the progresses of the verification,
and will stop at "local verification" step if there's one. Then, you have to click on "Ok" to see what is
the error.

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The system will display in red the error(s), and when you click on the error, will take you to the
page where there is a problem. Once the error is corrected, when you verify again, then the
message should look like the following:

2.4.1.4. Store
The store button will save your declaration on the server, without performing the assessment, and
allows you to retrieve it later, to complete it, to assess it or even to delete it, if it is not needed any
longer. This operation is not a commitment, and isn't considered as a pre-assessment. You can edit
as many times as you need a stored declaration, and only assess it once you feel that all the
information is correct or complete.

2.4.1.5. Taxes
This button will launch the taxes calculation according to the information provided within the
declaration. By clicking on it, it will open a pop-up window which will check the data entered. Then, it
will take you to the assessment notice, with the calculated amount of taxes to be paid for this
declaration.

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2.4.1.6. Cancel
This button will delete all information typed in the declaration and bring you back to the search page

2.4.1.7. Assess
This button will perform the assessment of the declaration once you have completed it. It will first
prompt you to confirm whether you are sure or not about assessing the declaration,

then it will open a pop-up window showing the progresses of the assessment,

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and then, once confmed, will provide you with all the information regarding your assessed declaration.

You can then view your declaration, with the assessment notice completed:

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2.4.2. Importing an XML file and completing the information

If you have saved a prefilled declaration, by exporting the XML file, you can resume your work by
importing the same file.
You first have to click on "import XML", and then select the file you have saved. Once loaded, you
can resume editing your declaration.

2.4.3. Tabs and Fields controls

2.4.3.1. Header
This tab contains the fields 1, 5 and 6, from the paper based SAD, with all generic segment
information.
• The fields "Model of declaration" and "Office" will not let you enter any information, only the
one selected from the reference lists.
• The field "Declarant reference number" is a free text field, however, this reference cannot be
common to two declarations (even with "stored" status), as it is used to identified a declaration,
even before its assessment.

2.4.3.2. Names and Parties

This tab contains the segments 2, 8, 9, and 14 from the SAD, with information regarding importer,
exporter, declarant and beneficiary.
• The field "exporter code" can only be entered in the case of an export declaration, and the
code has to be identified in the reference list

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• The field exporter "name and address" is either filled automatically from the reference
associated with the exporter code, in the case of an export declaration, or, is a free text field
in the case of an import declaration
• "Business activity details" isn't required in the case of an import, however, this will be
mandatory in the case of an export.
• Consignee details works the same way as "exporter details", only the other way around, it is
mandatory in the case of an import, and free text when it is an export.
• "Declarant details" is always mandatory, and only valid declarant code can be used. This is
filled automatically according to your user's details as a declarant.
• "Beneficiary details" is a free text

2.4.3.3. Transport
This tab contains the segments 10, 11, 13, 15, 16, 17, 18, 20, 21, 25, 26, 29, 30, 44, 49, 50, 51,
52, 53, and 54 regarding transport details, either from exporting country or within the country (transit
for instance)
• In the case of an import declaration, if the country of export is mandatory, the region isn't
• In the case of an import declaration, the country of destination is always Ethiopia, and the
region has to match the ones attached to the "business activity" of the consignee
• The place of loading has to be only one in the given list, filtered by the field "country of
export".

2.4.3.4. Financial
This tab contains the segments 24, 28, 48, regarding all financial details, such as Bank code, bank
branch, mode of payment, valuation note.
• Terms of payment is mandatory, and, if bank permit is selected it will enable bank fields.
• Bank permit is not enabled, as the bank permit number will be automatically taken from
attached document reference. Validation for this field is [BankCode][BranchCode][01][5-digits]
[YYYY], any other format will lead to an error preventing assessment.

2.4.3.5. Items

Once you click on the "items" tab, you will see the list of items attached to this declaration. At first it

will be empty, you can then add items, using the

on the left of the list. This will open a new window where you will be able to enter the information
regarding the item you need to add.

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This window is divided in several parts, each requiring a specific set of information. The first one is
focusing on the type of goods, based on the commodity code (HS Code), which can be entered, or
can be found using the finder window (similar to the finder used for declarant list -see part 2.3. of
this tutorial-). The other elements required here are the type of package and the quantities, as well
as the weight of the goods (both gross and net mass in Kg).

The second part is focusing on the procedure code and origin of the goods as seen above.

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Once this information has been provided, you need to enter the valuation information regarding the
goods. This information doesn't have to be in local currency, as the system allows you to enter other
currencies, and will automatically convert it in local currency.

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You can see above the valuation part filled, with different currencies, and the calculation made
converting automatically the currencies.

The second to last element of the item page is the list of attached documents. In this example,
documents were already attached to this declaration, hence the list displayed. This would be empty if
the documents were not yet attached, but it wouldn't prevent from continuing to fill the declaration,
and will be added automatically later by the system.

The last part of the item page is the "duties and taxes" part. This is empty as we're looking at a
declaration not yet assessed, and taxes were not yet calculated. This would be filled either after
clicking on the button "taxes" on top of the screen (once you have validated the addition of the item),
or after making the assessment of the declaration.

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Once the item has been added, the system will display it in the list as seen below. If you need to

add another item, you just need to click on the

and perform again the same operation as for the first item.

2.4.3.6. Attached documents

This section allows the upload and filling of attached documents. No declaration can be submitted
without, but the documents list might change depending on the declaration elements. There are also
field controls depending on the document.
• Bank permit reference number, as explained above, has to follow [BankCode][BranchCode][01][5-
digits][YYYY], ex.: ADBHOB01123452017
• Transit document reference, has to be as defined: [OfficeCode]/T[T1ref], ex.: GAL00/T16

2.4.3.7. Containers
In the case you have container information, this tab is where you will provide the data, i.e. container
number and references.

2.4.3.8. VINs
In the case the items you are mentioning in your SAD are vehicles, then you are required to provide
VIN data, this is the tab where you will have to do so.

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As you would do for items, you can simply click on the

button, to add manually each VIN. Same as per item page, this will open a window where you'll be
able to provide VIN details.

In the case where you have many VINs to key in, and you have the information already in an excel
file, you can simply upload it as an XML using the import buttons :

As it is for the SAD, you can export the XML of an existing declaration, edit it on your computer to
update the data (change references, numbers, etc) and import it back into the system to add the
VINs. Mind you, import VIN XML only adds the VINs from the XML file into your declaration, it will
not replace the existing ones.

You can also fin on the customs trade portal, in the "Downloads" section, an excel template file
which you can simply fill with all the information you have, then you just need to "save as" or "save
a copy" and select "XML" as an extension format.
It is important to note that this template only works if you copy the values only or type in directly the
details, and don't change any of the formating. Changing any of the parameters of this file will result
in either the impossibility to generate a XML or to generate a corrupted file leading to an error when
verifying the SAD.

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2.4.3.9. Assessment Notice

This is informative only, once you have assessed a declaration, you can view in this tab the
assessment notice. You can also print it from there if you need it.

2.4.4. Manifest and BOL information

When filling a SAD for import in the airport, manifest information is mandatory. This part of the guide
will describe how to use and key-in manifest information.

2.4.4.1. Manifest reference

When keying in manifest information for the SAD, several criteria are required.
• Office should allow manifest (i.e. only Addis Ababa Airport)
• Manifest reference should follow the appropriate format (voyage number + space + date YYYY-
MM-DD, eg: ET303 2018-05-18)
• Manifest should exist in the system

Once the correct manifest number is provided, the

icon becomes available,

This icon is a button allowing to view the information regarding the manifest, as seen below:

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2.4.4.2. BOL reference

Once manifest information has been provided, you are required to provide corresponding BOL number
in the item information page

As for the manifest, once provided, the system will allow to view the details from the bill of lading.

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Including the number of packages and weight as seen below:

This information is important, since it will relate to controls in place preventing from submitting SAD
when there are discrepencies.

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2.4.4.3. Errors in writing-off manifest

When all the details at item level are provided and the user tries to verify the document, several
error can occur depending on the issue. We will use in this example the case of this BOL containing
112 packages, for a gross weight of 948Kg.

2.4.4.3.1. Packages completed, weight remaining

In this first example, the user specifies that all packages will be "consumed" by this SAD, however,
not all the weight will be. This will result in the following error:

Indeed, the user needs to make sure that the manifest will not end with no more packages but not
all weight "consumed" by the declaration.

2.4.4.3.2. Packages complete, overweight

In this second case, the number of remaining packages is still 112, and the user still requires to
declare all of them, however, the weight is more than the remaining weight.
This will lead to this warning message:

2.4.4.3.3. all weight, not enough packages

In this last example, the user is writing-off all the remaining weight, however, not all packages are
writen-off. This will lead to another error message:

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2.4.4.4. Impact on subsequent SADs

To conclude, it is always very important from the user to verify several times the quantities and
weight declared on a SAD, indeed, if not done properly, this can lead to blocking errors in a
subsequent SAD from the same BOL.
For example, in the case of 3 SADs are to be declared on the previous BOL, and a mistake is done
in the first SAD:
• Working scenario

SAD Pakages Weight Remaining Pkg Remaining Kg

1 60Pkg 500 Kg 52Pkg 448Kg

2 30Pkg 300Kg 22Pkg 148Kg

3 22Pkg 148Kg 0Pkg 0Kg

In this scenario, the last SAD will write-off the exact remaining quantities and weight
• Problematic scenario

SAD Pakages Weight Remaining Pkg Remaining Kg

1 70Pkg 500 Kg 42Pkg 448Kg

2 30Pkg 400Kg 12Pkg 48Kg

3 22Pkg 148Kg -10Pkg -100kg

In this scenario, the system allowed the first two SADs as their quantities and weight were less than
the remaining ones, however, after the second SAD, the quantities will not allow the SAD 3 with
current values.
This is why it is very important to always verify quantities to allow blockages by the system.

2.5. ASSESS A DECLARATION (STEP BY STEP GUIDE)

This part will take you step by step in the assessment of an IM4 declaration

2.5.1. Login
The first step in order for you to be able to assess a declaration is to first access the portal, and
then, to login using the username and password you have been given by ERCA.

2.5.2. Online submission

Click on the e-SAD link under "online submission" quadrant.

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Once on the SAD submission page, you will start to fill each tab one after the other.

2.5.2.1. Header tab

• The first information to provide here is the model of declaration. In our example, we will use
IM4.
• The second step is to provide the clearance office, and in our case we'll select Kality, i.e.
AAK00
• The next mandatory information to provide is the declarant reference number. Indeed, even if
you can see a field for manifest number, this is not mandatory. The reference number is
defined by the declarant, and has to be unique, i.e. this reference can only be used once.
The other fields are not to be filled as they will be automatically filled by the system.

2.5.2.2. Names and Parties

Now, in this second tab, we will have to provide the details regarding names and parties for this
declaration.
The first information to provide will be the name and address of the exporter. Because we're looking
at an import declaration, there is no code available for the exporter, only a free text field. This
declaration would be an export declaration, in this case, you would have to provide the TIN number
of the company. For this example we'll use a company named "Toyoto", based in Okinawa in Japan.

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Because this is an import, the business activity information isn't required either, as this only concerns
local companies.
The next element to provide is the consignee details.

In our example, we have a company named "TOYOTA imports PLC", we have then to select the
associated business activity code, from the list (this is coming automatically from the system) and
we'll use as declarant one with a code 123123123.

All the required information for this tab have now been provided, we can go to the next tab.

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2.5.2.3. Transport

In this third tab, we will provide all the transport details for this declaration.
The first information to provide is the country of export for this declaration.

In our example, the goods are coming from Japan, and destined for Ethiopia (since it is an import
declaration, there is no need to specify the region of the country of export). The country of
destination will require as additional information to provide the region. This information is coming from
the consignee information. Indeed, each company in the country has a list of business activities,
allowed for given regions.
In this example, the goods are destined for FEDERAL, because for our company, under business
activity "Import", the associated region is ET|FEDERAL.
The next information to enter is the place of loading, here, to be consistent, we put Okinawa in
Japan, but it could be any place of loading listed under the country of export.
For this part of the header, the last element to select is the terms of delivery, whether it is FOB,
CIF, etc. for our example, we'll use CIF.

Transport information isn't complete at this stage yet, and more details have to be provided.
The next box is related to transport all the way to the border. For our example, we'll use CMA CGM,
identified as a french company, and the office of entry of the goods will be Galafi. Indeed, we are
going to make an import declaration which will clear goods coming to Addis Ababa through Djibouti.

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To finalise this part of the declaration, we need to add the nationality of transports to arrival, i.e. from
Galafi to Kality. In our example, ESL, which is an Ethiopian company

2.5.2.4. Financial

Fourth tab is the "financial" tab. Here you will have to enter financial information regarding your
declaration.
The first elements to provide will be the terms of payments, and if it required a bank permit, then the
bank and branch details.

For this demonstration, we will use ABB bank, and the Adama branch.
Next step in this tab is to provide the general cost information.

An error will display, but this will eventually disappear once you have provided the information
regarding the items. In the meantime, we will use the following costs for our example.
Invoice value, USD50'000
External freight: USD10'000
Internal freight: ETB20'000
Insurance: ETB 1'000
You will notice that if the currency selected isn't the local currency, then the system will automatically
calculate the amount in local currency using official exchange rates.

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2.5.2.5. Items

The fifth tab is dedicated to the items information.

As you select it, you will see at first that the page is empty, this is because you have not added any
item yet.
The process of creation of an item is described in part 2.4.3.5. of this document. We will only here
look at our test values.
For this example, we're importing a USD 50'000 jeep.

Because we're importing a car, this will generate an additional requirement, and add a new "VINs"
tab, where VINs for each vehicle will have to be provided.

To do so, click on the

sign, to add a VIN to your declaration. In our example, we'll use the following :

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Mind you that the system will check the validity of the VIN format against the brand code and other
information, so you cannot enter any random number as VIN.

2.5.2.6. Attached documents

The last step is to provide the list of attached documents and their references. Although no check is
done on Import licence reference, invoice reference, BOL reference at the moment, the system will
check that the bank permit code is correct as well as the Transit form (in the case of transit).

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For this example, for instance, we need a valid transit document to attach to this declaration,
otherwise, we will not be able to assess it.

2.5.3. Verification and assessment of the declaration

Once you have filled the declaration, you need to verify if you have not missed anything. In order to
do so, you can click on the "veriify" button at the top of the screen.

A pop-up window will open to notify you that the operation is on-going, and will give you a result.

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Once the verification is completed and a success you should see the following window:

Once your declaration has been verified, you only need to assess it once you are ready.

The system will prompt you to confirm whether you are ready to assess or not.

Once confirmed, the system will check the declaration both locally and on the server (to check
references)

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The the system will confirm assessment and give you all the required details for you to track your
declaration afterwards.

The declaration is now assessed, the process is over.

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3. ANNEX

3.1. SAD FIELDS DESCRIPTION

This part of the document aims at providing user with full description of all the fields of a SAD and
what is expected as information. This document will use the EU SAD box number as reference.
This table is specific to Ethiopia, and therefore, some fields might change compared to the required
information in other countries on the SAD.

SAD Title Description Image

Box
num
ber

1 Declaration Declaration type (IM/EX), procedure

type (1/2/3/4/5/..), office code and if
needed manifest number

2 Consignor/ Details of the exporting company

Exporter (simple details in case of import
declaration, TIN number required if it is
an export SAD)

3 Forms AUTOMATICALLY FILLED BY

SYSTEM - Number of pages for this
SAD and number of the current page

4 • Loading • OPTIONAL - Number of documents

lists attached to the SAD
• Registratio • AUTOMATICALLY FILLED BY
n number & SYSTEM - Number and date of
date registration of the document once
• Assessmen done
t number & • AUTOMATICALLY FILLED BY
date SYSTEM - Number and date of
assessment of the document once
done

5 Items AUTOMATICALLY FILLED BY

SYSTEM - Number of items in this
SAD

6 Total Packages AUTOMATICALLY FILLED BY

SYSTEM - Total number of packages
on this SAD

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SAD Title Description Image

Box
num
ber

7 • Declarant • Reference of the document from

reference the declarant point of view. Note
number that on an IM8, this reference will
• Receipt be keyed in by ERCA using the
number & Djibouti (if coming from Djibouti)
date IM8 registration number.
• AUTOMATICALLY FILLED BY
SYSTEM - Number and date of the
receipt once payment is done

8 Consignee/ Name and details of the consignee/

Importer importer. In case of exports, simple
details (name, address) but TIN is
required in case of imports.

9 Person This is the beneficiary, i.e. the name

responsible for of the actual person importing the
financial goods. To be used when the
settlement beneficiary cannot provide a TIN
number (individuals, non-traders, etc.)

10 Last country of Last location before packing of goods.

consignment In case of transit via Djibouti, if
country of origin is different, but
country of last consignment is Djibouti,
it therefore means the goods were
purchased in Djibouti

11 Trading country OPTIONAL - country where the trade

was done

12 N/A Not applicable in ET

13 N/A Not applicable in ET

14 Declarant Clearing agency submitting the

declaration on behalf of the consignee

15 Country of Country where the goods have been

dispatch loaded

16 Country of origin Country where the goods have been

manufactured

17 • Country of • Country where the goods are to be

destination delivered
• Section • Customs section in charge of
clearing these goods

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SAD Title Description Image

Box
num
ber

18 Identity and Identity of the company transporting

Nationality of the goods after arrival.
means of
• in case of MULTI-MODAL and Air
transport at
transport the vessel name or flight
arrival
No with country flag will be filled
here
• in case of UNI-MODAL the DJ
Agent Name will be filled here

19 Containerized Check-box specifying whether the

goods are containerized or not

20 • Delivery • INCOTERM code for transaction

terms made between the sealer and the
• Business buyer
Activity • Business Activity under which the
importer is declaring the goods
(defined by Ministry of Trade)

21 Identity and
nationality of
active means of
transport
crossing the
border

22 Currency and should be filled as per the invoice and

total amount Bank permit information
invoiced

23 Exchange rate Weekly exchange rate run from

Thursday morning to Wednesday
midnight

24 • Nature of • N/A
transaction • detailed split of freights (including
• Invoice inland) and insurance costs
details

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SAD Title Description Image

Box
num
ber

25 Mode of mode of transportation to the border,

transport with specific addition in ET for
identification of Uni-Modal (61) and
Multi-Modal (62)

26 Inland mode of mode of transportation of the goods

transport from the border to the destination

27 Place of loading Last place of loading of the goods

before Ethiopian border

28 Financial and for terms of payment "1" Fill this box

banking data with bank and branch code plus write
the full bank permit no and date

29 Office of entry/ The office through which the goods

exit entered for the first time or exited
before crossing the border

30 Location of Place or shed in which the goods are

goods stored temporarily (e.g AAK00
Warehouse no 1)

31 Packages and The quantity of packages and their

description of type will be filled here. The total of all
goods packages will appear in box 6.
The container field handles maximum
4 containers
The HS description and commercial
description /max 300 characters /

32 Item AUTOMATICALLY FILLED BY

SYSTEM - Number of items in the
declaration

33 Commodity code HS code for the items in the SAD

34 Country of origin Country of origin for the imported

code goods

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SAD Title Description Image

Box
num
ber

35 Gross mass Total weight of the cargo, including

weight of packaging material (box,
bags, packages, etc.)

36 Preference Tax relief for goods imported from

COMESA , Djibouti and Sudan, the
code is linked to country of origin (box
34)

37 Procedure Procedure code for this SAD, including

extended procedure code.

38 Net mass Total net weight of the goods, without

packaging material

39 Quota Not applicable in ET

40 Summary not all way bills but dedicated to the

declaration/ manifest way bills /airway bill in
Previous ethiopian context
document / way
bill

41 Supplementary Mandatory for specific HS codes

units according to the national tariff book

42 Item Price Invoice value of the item

43 V.M AUTOMATICALLY FILLED BY

SYSTEM - By default, always '1'

44 Additional Not applicable in ET

information

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SAD Title Description Image

Box
num
ber

45 Adjustment AUTOMATICALLY FILLED BY

SYSTEM - By default, always '1'

46 Statistical Value Total cost in local currency of invoice

plus insurance and freight costs. (CIF
value)

47 Taxes & Duties AUTOMATICALLY FILLED BY

SYSTEM - list of taxes and duties to
be paid on this SAD

48 Account No / Account number when provided for

Deferred deferred payment
payment

49 Warehouse Reference of the warehouse and the

code / period period of storage (when it applies, i.e.
IM7 or IM5)

50 Declaration AUTOMATICALLY FILLED BY

SYSTEM - Official (legal) declaration
made by the trader

51 N/A Not applicable in ET

52 Guarantee Name of the principal or code when

guarantee is used

53 Office of Destination of the goods (office and/or

destination terminal)

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