Periodic Monthly Statement Process

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• Periodic Monthly Statement Process
• Wesccon 2004
• Dale H Wilson
• dale.h.wilson_at_dhs.gov
• Office 703 668 2301

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Agenda

• Periodic Monthly Statement Terminology
• Periodic Monthly Statement Process
• Portal Screens
• Sample Periodic Monthly Statement
• Additional Information
• Questions

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Periodic Monthly Statement Terminology
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Periodic Monthly Statement Terminology

• Daily Statement
• Periodic Daily Statement (PDS)
• Periodic Monthly Statement (PMS)
• EI Entry Summary
• HP Statement Delete
• PN Periodic Daily Statement Debit
  Authorization and/or Entry Summary Presentation

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Periodic Monthly Statement Process
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Periodic Monthly Statement Process

• The Periodic Monthly Statement process consists
  of the following steps
• Process entry summaries for Periodic Daily
  Statement
• Remove entries before preliminary Periodic Daily
  Statement
• Produce preliminary Periodic Daily Statement
• Remove entries before final Periodic Daily
  Statement
• Process Periodic Daily Statement ACH Debit
  authorization and/or entry summary presentation
• Produce final Periodic Daily Statement
• Remove entries before preliminary Periodic
  Monthly Statement
• Produce preliminary Periodic Monthly Statement
• Remove entries before final Periodic Monthly
  Statement
• Process payment (ACH Credit / ACH Debit)
• Produce final Periodic Monthly Statement

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Periodic Monthly Statement ProcessStep 1
Process Entry Summaries for Periodic Daily
Statement

• This process may be thought of as the existing
  daily statement process with no payment due until
  the 15th calendar day of the month following
  entry or release.
• Filer transmits entry summary data and schedules
  it for a Periodic Daily Statement using existing
  EI application identifier.
• The payment type indicator value (record
  identifier 30) indicates the statement type
• 6 Broker/Filer Periodic Daily Statement or
• 7 - Importer Periodic Daily Statement or
• 8 - Combined Importer Periodic Daily Statement
• The periodic statement month (new field on record
  identifier 30) indicates the month for payment.
  This controls the Periodic Monthly Statement on
  which the entry summary will be included.

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Periodic Monthly Statement ProcessStep 1
Process Entry Summaries for Periodic Daily
Statement(Continued)

• Entries excluded from the Periodic Monthly
  Statement process
• Reconciliation (Type 09)
• NAFTA Duty Deferral (Type 08)
• Entries with tax class codes
• Entries with Census errors/warnings
• ABI release and entry messages same as existing
  daily statement.
• This creates/updates a receivable in the
  subsidiary ledger for the entry summary.
• Entry summary receivable can be viewed on the
  sub-ledger report through the reports tab of the
  ACE Secure Data Portal.

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Periodic Monthly Statement ProcessStep 2
Remove Entries Before Preliminary Periodic Daily
Statement

• The entry summary payment type indicator can be
  updated using the HP application identifier.
  This allows for
• Changing method of payment from a single payment
  to a statement payment (daily statement or
  Periodic Daily Statement) or vice versa.
• If changing the entry summary to appear on a
  Periodic Daily Statement, the periodic statement
  month (new field on record identifier H)
  indicates the month for payment. This controls
  the Periodic Monthly Statement on which the entry
  summary will be included.
• This reverses/updates a receivable in the
  subsidiary ledger for the entry summary.

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Periodic Monthly Statement ProcessStep 3
Produce Preliminary Periodic Daily Statement

• On the preliminary statement print date indicated
  on the EI transmission CBP will route the
  preliminary Periodic Daily Statement (application
  identifier QR) to the filer.
• No difference in record layouts for a regular
  daily statement and a Periodic Daily Statement.
• The payment type indicator value (record
  identifier B of the QR application identifier)
  indicates the statement type
• 2 - Broker/Filer daily statement or
• 3 - Importer daily statement or
• 5 - Combined importer daily statement or
• 6 - Broker/Filer Periodic Daily Statement or
• 7 - Importer Periodic Daily Statement or
• 8 - Importer Combined Periodic Daily Statement
• This adds the Periodic Daily Statement number to
  the entry summary receivables in the subsidiary
  ledger.

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Periodic Monthly Statement ProcessStep 4
Remove Entries Before Final Periodic Daily
Statement

• The entry summary payment type indicator can be
  updated using the HP application identifier.
  This allows for
• Deleting an entry from an unpaid preliminary
  statement (daily statement or Periodic Daily
  Statement)
• Changing the payment type indicator and
  preliminary statement print date (record
  identifier H) after the preliminary statement is
  issued
• If changing the entry summary to appear on a
  Periodic Daily Statement, the periodic statement
  month (new field on record identifier H)
  indicates the month for payment. This controls
  the Periodic Monthly Statement on which the entry
  summary will be included.

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Periodic Monthly Statement ProcessStep 4
Remove Entries Before Final Periodic Daily
Statement(Continued)

• If an entry summary is deleted from a preliminary
  statement (daily statement or Periodic Daily
  Statement) it will be included with record
  identifier Q7 as part of the final daily
  statement transmission.
• This reverses/updates a receivable in the
  subsidiary ledger for the entry summary.

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Periodic Monthly Statement ProcessStep 5
Process Periodic Daily Statement ACH Debit
authorization and/or entry summary presentation
(PN)

• New application identifier (PN) will be used for
  Periodic Daily Statement ACH Debit authorization
  and/or entry summary presentation.
• For ACH Debit participants this is similar to the
  existing ACH Debit authorization (application
  identifier QN) for daily statements.
• For ACH Credit participants this is new. They
  will not use the payer unit number field of this
  transaction.
• Like the QN transaction for the existing Daily
  Statement, multiple Periodic Daily Statements can
  be included in a single PN transaction.
• The PN transaction stops the 10 day clock for
  late file purposes. Entry summaries and a copy
  of the Periodic Daily Statement must also be
  presented to the entry section at this time.

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Periodic Monthly Statement ProcessStep 5
Process Periodic Daily Statement ACH Debit
authorization and/or entry summary presentation
(PN) - Continued

• When the PN transaction is processed the Periodic
  Monthly Statement number is added to the entry
  summary receivables in the subsidiary ledger.
• At this time the Periodic Monthly Statement (that
  this Periodic Daily Statement belongs to) can be
  viewed through the statements tab of the ACE
  Secure Data Portal.

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Periodic Monthly Statement ProcessStep 6
Produce Final Periodic Daily Statement

• During the ACS end-of-day cycle, on the night the
  PN transaction is processed, CBP will route the
  final Periodic Daily Statement (application
  identifier QR) to the filer.
• No difference in record layouts for a regular
  daily statement and a Periodic Daily Statement.
• The payment type indicator value (record
  identifier B of the QR application identifier)
  indicates the statement type
• 2 - Broker/Filer daily statement or
• 3 - Importer daily statement or
• 5 - Combined importer daily statement or
• 6 - Broker/Filer Periodic Daily Statement or
• 7 - Importer Periodic Daily Statement or
• 8 - Importer Combined Periodic Daily Statement

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Periodic Monthly Statement ProcessStep 7
Remove Entries Before Preliminary Periodic
Monthly Statement

• An entry summary can be removed from a Periodic
  Daily Statement after the final Periodic Daily
  Statement has been generated but prior to payment
  of the Periodic Monthly Statement.
• The entry summary is removed using the existing
  HP application identifier.
• When the entry summary is removed after the final
  Periodic Daily Statement has been generated, the
  entry becomes a single pay.
• This reverses a receivable in the subsidiary
  ledger for the entry summary.
• If an entry summary is removed after the final
  Periodic Daily Statement has been generated, it
  will be included with record identifier Q7 as
  part of the of the preliminary and final Periodic
  Monthly Statement transmission (application
  identifier MS).

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Periodic Monthly Statement ProcessStep 8
Produce Preliminary Periodic Monthly Statement

• CBP will route the preliminary Periodic Monthly
  Statement (new application identifier MS) to the
  filer on the date selected.
• The default date will be the 11th of the month.
• A date from the 1st through the 11th of the
  month may be selected by
• The importer for importer and importer combined
  statements
• The broker/filer for broker/filer statements
• The payment type indicator value (record
  identifier B of the MS application identifier)
  indicates the statement type
• 6 Broker/filer Periodic Monthly Statement or
• 7 - Importer Periodic Monthly Statement or
• 8 - Importer Combined Periodic Monthly Statement

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Periodic Monthly Statement ProcessStep 9
Remove Entries Before Final Periodic Monthly
Statement

• An entry summary can be removed from a Periodic
  Daily Statement after the final Periodic Daily
  Statement has been generated but prior to payment
  of the Periodic Monthly Statement.
• The entry summary is removed using the existing
  HP application identifier.
• When the entry summary is removed after the final
  Periodic Daily Statement has been generated, the
  entry becomes a single pay. If paid after the
  10th day, the entry becomes a late pay.

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Periodic Monthly Statement ProcessStep 9
Remove Entries Before Final Periodic Monthly
Statement(Continued)

• This reverses a receivable in the subsidiary
  ledger for the entry summary.
• If an entry summary is removed after the
  preliminary Periodic Monthly Statement has been
  generated, it will be included with record
  identifier Q7 as part of the of the final
  Periodic Monthly Statement transmission
  (application identifier MS).

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Periodic Monthly Statement ProcessStep 10a
Process Payment (ACH Credit)

• For ACH Credit participants, the Periodic Monthly
  Statement payment is initiated by the
  participants with their bank.
• When the payment is received and processed during
  the ACS end-of-day cycle, the final Periodic
  Monthly Statement (new application identifier
  MS) is routed to the filer.
• The receivables created for the entry summaries
  are marked paid in the subsidiary ledger.
• The Periodic Monthly Statement is marked paid and
  can be viewed through the statements tab of the
  ACE Secure Data Portal.

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Periodic Monthly Statement ProcessStep 10b
Process Payment (ACH Debit)

• For ACH Debit participants, the Periodic Monthly
  Statement payment is initiated by CBP on the 15th
  of the month. The debit authorizations processed
  during the month will be sent to the bank for
  processing.
• No action is required by the ACH Debit
  participant.
• The receivables created for the entry summaries
  are marked paid in the subsidiary ledger.
• The Periodic Monthly Statement is marked paid and
  can be viewed through the statements tab of the
  ACE Secure Data Portal.

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Periodic Monthly Statement ProcessStep 11
Produce Final Periodic Monthly Statement

• After the payment is processed during the ACS
  end-of-day cycle, the final Periodic Monthly
  Statement (new application identifier MS) will be
  routed to the filer.
• The payment type indicator value (record
  identifier B of the MS application identifier)
  indicates the statement type
• 6 Broker/Filer Periodic Monthly Statement or
• 7 - Importer Periodic Monthly Statement or
• 8 - Importer Combined Periodic Monthly Statement

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Periodic Monthly Statement Process
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Periodic Monthly Statement Process
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Portal Screens
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Statements Tab Open Periodic Monthly Statements

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Periodic Daily Statements associated to a
specific Periodic Monthly Statement
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Entry Summaries associated to a specific Periodic
Daily Statement
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Broker Application Process

• Broker Account Application Process see 69 FR
  5362,
• dated Feb. 2, 2004
• Requires Internet access and participation in
  Customs-Trade
• Partnership Against Terrorism (C-TPAT)
• Additional requirements for use of Periodic
  Monthly
  Payment/Statement see 69 FR 5362, dated Feb.4,
  2004
• Requires payment via ACH Credit
  or ACH Debit
• and participation in ABI
• See also
• 69 FR 54302, dated Sept 8, 2004 (Importers
  and Brokers)
• 69 FR 55167, dated Sept 13, 2004 (Truck
  Carriers)
• 29

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Broker Application Process

• Send application to ACENOW_at_DHS.GOV
• Broker Account Applicants must provide following
  information
• Broker Name
• Filer Code
• Unique Identification Number (EIN, SSN)
• C-TPAT Certification
• Internet access
• ABI participation
• ACH Credit or Debit participation

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Benefits

• Periodic Monthly Statement (PMS)
• Ability to service customers who are ACE Importer
  Accounts
• Ability to pay Via PMS when broker is shown as
  importer of record. If acting as Importer of
  record, must obtain bond rider as stated in FRN.
• Ability to view statement as it is being built.
• Ability to select either a national or a port
  statement.
• Reports
• Over 60 reports available plus quick views
  covering account financial and transactional
  data.
• User access
• Ability for the Account Owner to set user access
  privileges.
• No Access, View Only or Full Access can be
  granted at the portal tab level
• 31

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Questions?
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Additional Information
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Additional Information The Pay Basis Indicator

• The Pay Basis Indicator of the Entry Summary EI
  transaction (submitted through ABI) is what
  determines the type of Periodic Daily Statement
  on which a particular entry summary will appear
• Broker Periodic Daily Statements have entry
  summaries with a Pay Basis Indicator 6
• Importer Periodic Daily Statements have entry
  summaries with a Pay Basis Indicator 7
• Importer Combined Periodic Daily Statements have
  entry summaries with a Pay Basis Indicator 8
• If an entry summary appears on a Broker Periodic
  Daily Statement, that Periodic Daily Statement
  will appear on a Broker Periodic Monthly
  Statement.
• If an entry summary appears on an Importer
  Periodic Daily Statement, that Periodic Daily
  Statement will appear on an Importer Periodic
  Monthly Statement.
• If an entry summary appears on an Importer
  Combined Periodic Daily Statement, that Periodic
  Daily Statement will appear on an Importer
  Combined Periodic Monthly Statement.

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Additional Information Broker Accounts

• In ACE Release 3, Broker Accounts (brokers set up
  with a broker account, and importers with a filer
  code set up with a broker account) will have the
  ability to produce
• Broker Port Periodic Monthly Statements (Pay
  Basis Indicator 6)
• Broker National Periodic Monthly Statements (Pay
  Basis Indicator 6)
• Importer Port Periodic Monthly Statements by
  filer code (Pay Basis Indicator 7)
• Importer Combined Port Periodic Monthly
  Statements by filer code (Pay Basis Indicator 8)
• The way a broker or importer with a filer code
  indicates a port or national Broker Periodic
  Monthly Statement (Pay Basis Indicator 6) is to
  indicate this when setting up their broker
  account. Broker accounts will have the option of
  Port or National Periodic Monthly Statements.

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Additional Information Importer Accounts

• In ACE Release 3, Importer accounts will not have
  the Port or National Periodic Monthly
  Statement option. Importer (Pay Basis Indicator
  7) and Importer Combined (Pay Basis Indicator 8)
  Periodic Monthly Statements will always be Port
  statements.
• There will be no such thing as an Importer
  National Periodic Monthly Statement or Importer
  Combined National Periodic Monthly Statement (Pay
  Basis Indicator 7 and 8). If an Importer wishes
  to have a national statement, the only way to do
  this will be to use one filer code for all their
  entry summaries and to place them on a Broker
  National Periodic Monthly Statement (Pay Basis
  Indicator 6).

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Additional Information Using Multiple Filer
Codes in One Port

• Note Just like today with Daily Statements, with
  Periodic Daily Statements and Periodic Monthly
  Statements, if an importer uses different brokers
  to process their entry summaries in a given port
  these entry summaries will appear on different
  Periodic Daily Statements and Periodic Monthly
  Statements if they are filed with different filer
  codes. Only if they are filed with one filer
  code (usually the importers if they have one),
  will all the entry summaries for that port appear
  on one Periodic Daily Statement and one Periodic
  Monthly Statement.

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Additional Information Broker Account Portal
View

• A broker account will be able to view the
  following Periodic Monthly Statements through the
  ACE Secure Data Portal
• Broker Periodic Monthly Statements containing
  their filer code
• Importer Periodic Monthly Statements containing
  their filer code
• Importer Combined Periodic Monthly Statements
  containing their filer code
• Brokers will be also able to view all entry
  summaries with their filer code (no matter what
  importer number is used) through the Subsidiary
  Ledger Report of the ACE Secure Data Portal.
• If a broker uses an importers filer code when
  filing entry summaries the broker will not be
  able to view the Periodic Monthly Statements on
  which those entry summaries are reported through
  the ACE Secure Data Portal. This is true no
  matter what type of Periodic Monthly Statement
  (Broker, Importer or Importer Combined).
• Brokers will not be able to view entry summaries
  filed with an importers filer code through the
  Subsidiary Ledger Report of the ACE Secure Data

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Additional Information Importer Account Portal
View

• An importer account will be able to view the
  following Periodic Monthly Statements through the
  ACE Secure Data Portal
• Importer Periodic Monthly Statements (no matter
  what filer code) for their importer numbers
• Importer Combined Periodic Monthly Statements (no
  matter what filer code) for their importer
  numbers
• Importers will also be able to view all entry
  summaries with their importer number (no matter
  what filer code is used) through the Subsidiary
  Ledger Report of the ACE Secure Data Portal.
• If a broker uses their own filer code when filing
  entry summaries for an importer, the importer
  will not be able to view the Periodic Monthly
  Statements on which the entry summaries are
  reported through the ACE Secure Data Portal if
  they are reported on a Broker Periodic Monthly
  Statement.

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Additional Information Subsidiary Ledger Report
vs Periodic Monthly Statement Report

• As was shown earlier, entry summaries go through
  several steps from the time that they are first
  filed through ABI until they are ultimately paid
  on a Periodic Monthly Statement. As they go
  through these steps, they may or may not be able
  to be queried through the ACE Secure Data Portal.
  
• When an entry summary is filed, a release date,
  and class code information are present it can be
  queried through the Subsidiary Ledger Report of
  the ACE Secure Data Portal.
• When an entry summary is filed and a release date
  is not available, but class code information is,
  and it appears on a preliminary Periodic Daily
  Statement, it can be queried on the Subsidiary
  Ledger Report.
• When an entry summary appears on a Periodic Daily
  Statement it is assigned a Periodic Daily
  Statement number.

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Additional Information Subsidiary Ledger Report
vs Periodic Monthly Statement Report (Continued)

• When an entry summary appears on a Periodic Daily
  Statement and that statement has a PN
  transaction processed against it, it is assigned
  a Periodic Monthly Statement.
• Not until an entry summary has been assigned a
  Periodic Monthly Statement number can the monthly
  statement, and thus the entry summary be queried
  through the Periodic Monthly Statement Report
  (Statements Tab) of the ACE Secure Data Portal.
• In almost all circumstances an account will have
  more entry summaries that can be queried through
  the Subsidiary Ledger Report than the Periodic
  Monthly Statement Report.