The EMCS Data Interchange is the Vision Bond interface with HMRC's Excise Movement and Control System (EMCS).
What is on this page
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 seemlessly built into the existing processing with Vision Warehousing.
VW Goods Inwards
With the pre-advice header and then 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 screen.
Further information can be found at
VW Goods Outwards
Withdrawals from 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 for 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.
EMCS Menu
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.
The buttons are Split into three main sections
Goods Arriving
Goods Leaving
Others
Each of the buttons in the sections provides access to a form where you can find out more information.
For information on each of the buttons, the screens and the multitude of tabs related to the EMCS Data Interchange see the links in the tree view to the left of this page.
If you do not see the treeview it is likely that it has become minimised.
Click and drag this page right from its left-hand edge and the treeview of links should reappear.
e-AAD (Arriving and Leaving)
Use this screen to Search and Edit e-AAD Submissions and Responses to and from HMRC.
The same form is used to display both inbound and outbound ARC’s, the menu option takes you to the same form however the system filters for inbound or outbound.
Scroll right to see more columns including the Duty Liability column. This field shows the duty value of the submission which is the amount that would have to be paid by the Transport Guarantor should the goods be lost in transit.
You will see this tab when you click the e-AADs button and click search (providing it finds some e-AADs to display).
There are also tabs within this tab
These tabs (Requires Attention, Awaiting Submission, and All) are methods to quickly filter the results you see.
For the most part, the fields and layout remain the same for each tab but there are a few fields that exist on one tab and not the others and by default, some of the buttons will become enabled or disabled (greyed out) depending on which tab is clicked.
To keep the wiki simple as we can, we will list all fields regardless of which tab they show on and all buttons regardless of whether they are greyed out or not.
Buttons to the Right of the Screen
Click the Amend button 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.
Click the Cancel button to cancel the currently selected submission in the results list.
Click the Change Destination button 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
Click the Resubmit button 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.
Click the Fallback button 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.
Click the Alert/Reject button will show the Report Of Receipt Alert Or Rejection Submission screen.
Enter the correct details on this screen.
Click the Save button to record the changes you have made.
Click the Close button to discard any changes you have made since the Save button was last clicked and close this screen.
Click the Manually Discharge button to tell 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.
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.)
Use the Amend button to allow editing of the fields according to the Submission Failure Reason details here and then Resubmit to HMRC.
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
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 which 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.
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).
Use this function only when asked to do so