EMCS Data Interchange is the Vision Bond interface for HMRC's Excise Movement 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. 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 Outwards
For goods leaving the warehouse, an order is entered on to the system requesting all required information. The only piece of information which is not required at order entry is the registration of the vehicle moving the goods. The order is picked and pick confirmed, if the user’s never entered a Vehicle Registration at order entry then this is done in https://visionsoftware.atlassian.net/wiki/spaces/VW/pages/2331869203/Despatch#Customs-Info-tab and then the record is sent to Bond’s EMCS module and an ARC is requested from HMRC.
After the ARC is requested HMRC usually return it within a matter of minutes, at this point it’s recorded in Bond, Warehousing & Distribution 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.
VW Goods Inwards
For goods coming into the warehouse, the originating warehouse request the ARC and HMRC forward this to the consignee / receiving warehouse. This ARC can be found on the paperwork accompanying the goods and users can attach it to a Pre Advice in Warehouse Receipts (while handling the received stock) or directly in the Pre Advice screen. The goods are typically received first and the Receipt Detail entry performed. During Bond Detail Receipt Warehousing calculates any differences between the quantities originally reported to HMRC by the consignor and the quantities actually received by the consignee. This helps the user to decide the ‘Global Conclusion of Receipt’ before finally confirming the receipt, which generates a ‘Report of Receipt’ record in Bond’s EMCS module which is automatically submitted to HMRC to discharge the movement.
Further information can be found at:
EMCS Menu Options
Menu | Section |
|---|---|
 | |
HMRC
Login
To connect Vision Bond to your HMRC account and start communicating with EMCS, click Login and follow the prompts.
Please create a Government Gateway user account dedicated for use by the software, rather than sharing the same account as one of your actual users.
ARRIVING & LEAVING
As both arriving and leaving sections use the same screen 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.
The above extract shows items which are
801 waiting to be receipted
818 Report of Receipt has been accepted
802 Reminders being received from sending warehousekeepers for overdue items.
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
The above extract shows items which are
801 Goods sent and awaiting the receiver to confirm receipt
818 Items which have been confirmed by the receiving warehouse as receipted.
802 (not shown) are common for Change of destination entries.
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 | |
|---|---|
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 |
|---|---|
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.)
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.
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