You may print this page & then photo copy for distribution to your staff.

This section will show you how to process AES 'Automated Export System' Shipper Export Declarations via the Internet, through OASIS v5.0. OASIS utilizes the "Batch Processing Method." That is, that all transactions entered and processed through OASIS on the AES tab are appended to one specific file named "X12_601.EDI".

When accessing the Census \ U.S. Treasury's web site at http://www.aesdirect.gov and invoking the batch process, the operator merely selects the X12_601.EDI OASIS file from your system. This file MUST be located at the root of where OASIS5 is located on your computer \ network. Usually \OASIS5\ {data}...

As transactions are processed, OASIS appends or writes transactions sequentially to this file {X12_601.EDI}. When submissions are then made or processed, OASIS writes this file to the AES site. All reporting functions of the AES system are made in real-time and only through their site. OASIS does not provide nor duplicates reporting functions already made available through AESDirect.

Naturally you would have already processed your Transaction Profile screen where you selected your Shipper, Consignee, entered your raw data pertaining to your shipment and assigned your File Reference number. Once these steps have been completed, you would then press the [Document/Billing] button. A screen similar to the following one, will be displayed:

Note that there is a new tab called <AES>. This is the document tab which needs to be selected in order to process AES Sed shipments. You can still process shipments through the <SED> tab which has been in existence, in one form or another since 1988 but is utilized by those companies that have chosen in the past not to process through the AERP "Automated Export Reporting Program" {discontinued 12/1999} or have chosen not to get on the AES program. You may also print, fax or e-mail your SED by selecting the appropriate OASIS button selection.

Note that there are several "new" look up buttons:

• Mexican State
• Method Of Transport
• Export Information Codes
• License Codes
• SCAC - "3206 SCAC codes added"

These codes are provided for your convenience and you should ensure that your press the {ellipsis button} in order to invoke the tables, from which you may select the appropriate code for each particular 'look-up".

Additionally, there are two system tabs at the top of the <Changing a SED Record> screen.

Commodity Details

This screen has not changed drastically from the "regular" SED screen provided in OASIS. Make sure that you utilize the Schedule B. Number look up tables to select appropriate Harmonized Code schedules and that you enter accurate and correct information.

Another tab, which must be utilized when exporting vehicles, is the following screen:

Vehicle Details

If you are not exporting vehicles, by-pass this screen, otherwise make sure that all pertinent information is filled in accurately. The accuracy of the information provided the U.S. Government is solely the responsibility of your staff. The old adage "garbage in... garbage out" applies here. AESDirect and OASIS provide for very strict mechanisms whereby error checking of exporting codes, values etc., are compared and if anomalies are encountered, rejection is ensured.

Once all processing is complete, you press the <SED601> button provided for in the AES screen. This will write the data in an EDI 601 format and will make the file { named X12_601.EDI }ready for delivery.

When you are ready for your AES Direct submission, you will have to have access to and be connected to the Internet. The address is http://www.aesdirect.gov

AES Direct Submission

Once connected to the AESDirect site, select the Login To AES Direct menu selection which will present a "Security Alert" screen. Just acknowledge this by pressing the "Yes" button. The next screen that will appear will be your Login & Password screen. This is managed by AESDirect and you should have been issued one prior to your tutorial and testing phase. Once entered this next screen will appear:

Select the EDI File Upload hyper link. The following screen will be displayed.

By pressing the {Browse Button} you will be presented with an "explorer" window which will allow you to select the appropriate system drive and OASIS5 directory, containing the X12_601.EDI file for transmission.

Suggestions

• Determine who will be responsible for the AESDirect submissions.
• Pre-determine a specific time of the day when this will be accomplished.
  • WE SUGGEST that at the end of each day, you access from the OASIS main menu <MAINTENANCE> and select the <CLEAR AES FILE> option. This will eliminate the sending of duplicate data. AES has their own filter so no big deal if you forget, but...
• All responses will be directed to the specific e-mail address tendered when your company signed on the the AESDirect program. Make sure that this e-mail address is accessible to several individuals. If the individual in charge is sick, on vacation or has a "hang over", have back up personnel to deal with the AESDirect EDI824 responses coming back on individual submissions.
• Check your shipments through the AESDirect "Shipment Status & Reporting". Print reports. Paper is cheap! Mistakes are costly!!!

Greatest Errors occur due to...

• SCAC codes are not assigned to appropriate "Carrier" - to correct...
  • Access carrier in OASIS through the Rolodex option
  • go to <setup> tab - and link SCAC  code to correct CARRIER

  

• For SHIPPER & CONSIGNEE records, make sure that you have the CONTACT field filled. YOU MUST have at least one contact name in this field even if it is only NA for NOT APPLICABLE otherwise you WILL receive an error message from U.S. Customs!!!
• For SHIPPER & CONSIGNEE records, make sure that COUNTRY (two digit alpha designation) is selected via the ellipsis button.
• For SHIPPER records, make sure that you have EIN number entered.
• Wherever a POSTAL CODE is available, make sure it is included in your address \ zip record.

That's it! Good luck & if you have specific questions, direct them to :

U.S. Department of Commerce

Dorothy Lee Brown

Automated Export System

Tel: 301-457-2209

Fax 301-457-1159

Pager 1-888-710-2472

mailto:Dorothy.Lee.Brown@ccmail.census.gov

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