The EMCS EMCS Data Interchange is the Vision Bond interface with HMRCfor HMRC's Excise Movement and Control Movement Control System (EMCS).
What is on this page
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What is EMCS
EMCS is an EU-wide computer system that’s used to record duty suspended movements of excise goods taking place within the EU.
How does this interact with Vision Warehousing
The EMCS discharge and the request for a new ARC are seamlessly built into the existing processing with Vision Warehousing. Post Brexit, this system continues to be used in the UK for duty suspended movements within the UK, and for movements between Northern Ireland and the EU. Each movement is assigned an Administrative Reference Code (ARC) which is a unique number to track the movement, this is printed on Warehousing’s delivery note to accompany the goods being moved.
Vision Bond is fully integrated with EMCS for movements of alcohol & tobacco, it is not used for the movement of energy products however.
Interaction with Vision Warehousing & Distribution
The main controls are found in Bond but this pushes and pulls data to / from Vision Warehousing & Distribution.
VW Goods Inwards
With the pre-advice header and then the EMCS tab you are able to select the ARC for the inbound goods and then discharge the goods, should you need to modify the receipt then you can perform this directly from the VW goods inwards screenFor goods coming into the warehouse, the originating warehouse generate the ARC and this is sent to the receiving warehouse, this ARC can be attached to a Pre Advice and Warehousing calculates any differences between quantities originally reported by the consignor and the actually received quantities and reports them back to Bond for submission to HMRC on a “Report of Receipt”.
Further information can be found at:
https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/2608037895/GI+- EMCS - Vision Warehousing - Confluence (atlassian.net)+Receipting+Header#EMCS-References
VW Goods Outwards
Withdrawals from For goods leaving the warehouse which require the generation of an ARC for the goods are performed automatically at the point of confirm picking or despatch, at this point the final registration number of the vehicle needs to be entered.The system will then obtain an ARC reference and automatically add it to the delivery note, the delivery note will not print without the ARC unless it has been force printed, ARCs are requested after the Order is pick confirmed. All of the required information is requested before the order is allowed to be processed with the exception of the vehicle registration, this can be entered when the warehouse know it later on in the process. https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/2331869203/Despatch#Customs-Info-tab
After the ARC is requested HMRC usually return it within a matter of minutes, at this point it’s recorded in Bond & Warehousing, so that it can be printed on the Order’s Delivery Note. If using Depot Printing (the automatic printing of Manifests & Delivery Notes), the delivery note is printed automatically when the ARC is returned.
EMCS Menu Options
This menu is designed to provide you with an overview of all open and outstanding ARC’s which are on the EMCS system, during normal operations and where there are no issues this area does not need to be used however when there are issues you will need to enter here to resolve them.
EMCS Menu | Sections | ||
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| HMRC [Red box] There is no additional section for this option, you use this when you have to logon to the HMRC system entering username and password.
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Goods Arriving [Green Box] | |||
Goods Leaving [Yellow Box] | |||
Others [Purple Box] |
ARRIVING & LEAVING
As both arriving and leaving forms use the same forms but different filters they are all explained in this single section.
Those items coming into the warehouse will appear in the Arriving group section whilst those leaving the warehouse will appear in the Leaving group section
e-AAD Arriving
Use this screen to Search and Edit e-AAD Submissions and Responses to and from HMRC.
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The above extract shows items which are
Further information on each ARC can be viewed by either scrolling the ARC to the right side, or you can press the + button or you can simply select one of the items and full details are displayed on the lower section in one of the multitude of tabs. |
e-ADD Leaving
Below is the same form for Goods Leaving the warehouse
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The above extract shows items which are
Further information on each ARC can be viewed by either scrolling the ARC to the right side, or you can press the + button or you can simply select one of the items and full details are displayed on the lower section in one of the multitude of tabs. |
Other Tabs on the form
Tab Name | |
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Requires Attention | Where an item has been submitted OR where it can not be submitted and there is an error it will be displayed in this tab |
Awaiting Submission | Anything waiting submission will remain in this tab until submission is complete. |
Form Options
Option | Explanantion |
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Amend | to Edit the details of the currently selected submission in the results list and correct any issues in the data displayed in the details tabs at the bottom of the screen. Once you have finished correcting any issues or making changes, click the Resubmit button (see below) to send the e-AAD to HMRC.  |
Cancel | to cancel the currently selected submission in the results list. |
Change Destination | to change the Destination record against the currently selected submission in the results list. Make sure that the e-AAD has been accepted before you try to change its destination or HMRC will reject the change request |
Resubmit | to resubmit the currently selected submission in the results list to HMRC. Normally this would be done after changes have been made to correct any issues. If an e-AAD submission is showing as Rejected but there is no reason, it normally indicates that the submission did not reach HMRC's system. You can test this by resubmitting the e-AAD without making changes using this button. |
Fallback | If you need to enter Fallback mode (and submit details to HMRC via manual paperwork). This will generate a .pdf document with details you can print. Some of the information on the Document may need to be filled in by hand. Once issues are resolved outstanding submissions will go through. It is your responsibility to record any that you process through Fallback The system does not keep this information. |
Alert/Reject | will show the Report Of Receipt Alert Or Rejection Submission screen. Enter the correct details on this screen. |
Manually Discharge | To inform the system that this submission has been dealt with manually so it no longer shows as outstanding. This would normally be if you have updated the submission directly on the HMRC Gateway for any reason. |
Export to CSV | [License Module] Ability to export thesearch results to a CSV / Excel file |
Manual ARC Update | Where you need to bring the system in line with the HMRC portal information you can use this feature to modify the status manually. This is not normally required except if you are interfering in the government web portal or if the government gateway system is not working properly. |
ARC Details
e-AAD Submissions Information Tabs Section
These tabs show all the details for the currently selected submission in the Results List
To make changes to the values in any of these tabs you will need to click the Amend button once the correct submission is selected.
If the Amend button is disabled ( greyed out) then you cannot amend the details against the submission you have currently highlighted.
Click on any of the tabs in the top row will update the section below
The Header Tab shows another row of Tabs. All the other tabs show either a list or a single screen of fields.
If you need to make changes to the values in the fields on any of these tabs you must have clicked the Amend button
Receipts
Use this screen to process a Report of Receipt against any eAADs where your Company is the Consignee
Both goods coming into the Warehouse and goods leaving the Warehouse have "Return of Receipt" transactions recorded against them when the goods have been received and can be seen in this tab.
You can use the filters at the top of the screen and then click the Search button to filter the results by the values entered
Colour Key
Different states are indicated by a different back ground highlight:
Green: Report of Receipt Accepted (either the consignee or consignor's Report of Receipt has been accepted by the member state)
Red: Report of Receipt Failed (your Report of Receipt has failed and required user attention to correct it and resubmit)
Report of Receipt Submitted (your Report of Receipt has been submitted and is awaiting acceptance by HMRC)
Violet: Report of Receipt Submission Pending (your Report of Receipt has not been submitted yet, Vision will submit it shortly)
Pale Blue: This is the currently selected Submission (this highlight will dominate any of the other colours above on the currently selected Submission.)
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Use the Amend button to allow editing of the fields according to the Submission Failure Reason details here and then Resubmit to HMRC. |
Reminders
Shortage Reasons
This tab allows the user to provide reasons for shortages to HMRC as the Consignor or Consignee. The reasons can be entered and later the message submitted to HMRC
OTHERS
Event Reports
Event Reports are received from HMRC and relate to Events that the Consignor or Consignee needs to be aware of.
(There could be many types of these, for example a fire onboard a ship which the member state reports to HMRC would show as an Event).
You will not be able to edit the Event Reports or submit them.
Pre-Validation
Use this tab to check whether the specified Excise Product Codes can be used on an e-AAD or Receipt to a specific Trader ID. It will perform a live lookup on HMRC's system and return the results.
This does not negate the need to run SEED checks to validate the full Postal Address.
Failures
The Failures tab will show messages received from HMRC that the Vision System could not process.
Processing Based On Arrival Dates Section (first Re-Process Message button)
If you need to, you can Re-Submit from this tab using the Re-Process button.
This uses all Report of Receipt records to find any ARCs that are missing in the system.
Then it reprocesses all messages for these ARCs from HMRC.
This may take a long time if there are many missing ARCs.
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Use this function only when asked to do so |
Processing Based On ARC Section (2nd Re-Process Message button)
This will Re-process all messages for the mentioned ARC from HMRC.
It may take some time to process the data.
Use this if you can see the ARC on the HMRC Gateway or in Bond, but the ARC is not showing against the Order in Vision Warehousing.
This can sometimes happen if HMRC has issues with their system (like delays in response).
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Use this function only when asked to do so |