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Electronic Submission of Supporting Documents to SARS:

Submitting electronic supporting documents to Customs, using the New Online, Web-based Compu-Clearing System is a

simple two-step process.

The main benefits are:

Considerable time saving due to the secure online transmission of forms.

Automatic feedback from SARS after a few minutes

This user guide will take you through & explain how to use the two programs involved:

E@sy Scan:

E@sy Scan is a solution that will allow you to convert any electronic document into a PDF form, it also has the ability of

connecting to your local PC scanner in order to scan a “hard copy” document into an electronic PDF document.

E@sy Packager:

E@sy Packager is a solution that will allow you to submit the electronic PDF document produced by E@sy Scan to the

Customs System.

Please note that you can only send the documents to Customs electronically if the entry was submitted via EDI (Electronic

Data Interchange) from the Compu-Clearing System & if that entry received a CODE 13 or a CODE 35 from Customs, calling

for documents to be produced for that entry.

Below is a sample of an entry that has received a CODE 13.

Place an “X” against the entry in the open field to the left of the inter-change number to view more details of that entry.

The following screen will now be displayed.

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The F8- Supporting Documents highlighted in red on the above screen shot will only appear if an entry relieved a Code 13

response back from customs.

Logging on to the Compu-Clearing EDI-Scanning Solution:

Once you have copied & pasted the URL from the Compu-Clearing EDI enquiry screen into your internet browser & pressed

enter the following screen will be displayed:

Agent:

Insert your Compu-Clearing agent code

User Code:

Insert your Compu-Clearing user code

(This is the same as the user that is inserted on the Compu-Clearing 1st Sign-on Screen)

Password:

Insert your Compu-Clearing user code password.

(This is the same as the password that is inserted on the Compu-Clearing 1st Sign-on Screen)

Once the above has been inserted click on the “Login” button to continue

Java Enabled:

Please note that Java needs to be installed on your local PC in order for these solutions to work. If your PC already has Java

installed then the “Java Enabled” icon will be seen on your screen.

Java is free software that will allow your PC to communicate to E@sy Scan.

If you do not have Java installed on your PC then please refer to the “Installing Java” Section at the end of this manual.

Once you have successfully logged onto the Compu-Clearing EDI Solution you will be presented with the following screen:

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You can now click on:

cClearing and either

Scanning of Documents: This is used to scan documents from your scanner to cCloud or to covert an electronic document to

the Customs required PDF format click on “Upload Document”

Or

Send Documents to SARS: You can select multiple documents at a time to upload and cCloud will generate a PDF document

to ready to be sent to SARS

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Scanning of Documents - E@sy Scan:

Once you have clicked “Scanning of Documents” the following screen will be presented:

If you would like to scan a hard copy document then click on the “Begin Scan” button.

E@sy Scan will then search for your local scanners “Twain” drivers & begin the scanning process for you.

* Please note that you can use your normal scanning software to scan your hard copy documents & simply use E@sy scan

to convert the electronic documents to the Customs required PDF format.

To covert an electronic document to the Customs required PDF format click on “Upload Document”

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The screen above will be displayed.

Click on the “Browse” button to continue:

You will now be prompted to advise if you are converting documents for an Import or Export entry.

Once you have selected either Imports or Exports click on the “OK” button:

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A list of the various Imports or Exports documents will then be displayed, above is a sample of the import document type

selection screen. Highlight the required document type & click on “OK”

You will now be prompted to select the electronic document that you would like to convert, more than 1 document can be

uploaded at a time by holding the “CTRL” key in and clicking on the selected documents

*Please not that the top of this window says “Open” meaning select:

Once the required files have been found & highlighted with a single click, then click on the “Open” button.

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You will now be prompted to select where on your local PC you would prefer to save the converted files.

Once the save location has been specified click on the “Save” button

You will now be returned to the above screen where you will be able to see if the file that has been converted successfully.

*Please note that you can convert multiple data files using the one session. To start the conversion for the next file click on

“Browse” again. Once all the required documents have been converted you can either click on the “Back” button of your

browser or:

You can use the link under the Compu-Clearing logo called “cClearing” and “Send Documents to SARS” to go to the e@sy

packager module.

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Sending of Documents to SARS - E@sy Packager:

Click on “Send Documents to SARS”

The following screen will then be presented to you:

The latest unique numbers are always shown at the top of the list

Select a unique number by clicking on any of the unique numbers shown on screen, or you can do a detailed search using

any of the following search criteria; Interchange Number, Unique Number, Case Number and Date or Time sent.

You will notice different entries have different colours; the 3 colours used are Red, Green and Yellow

Red: Any entry that received a Code 6 (Rejected to Clearer) from SARS will be displayed in red

Yellow: Any entry that received a Code 13 or Code 35 (Supp. Docs Req.) are displayed in yellow, these entries are

always clickable as they have a Case Number against them

Green: Any entry that received a Code 1 Release or a Code 4 (Detained) are displayed in green

White: Any entry that received a Code 8 (used for BLNS entries) or has not received any response from SARS are

displayed in white

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The above screen will now come up.

The following information about the entry selected will be displayed:

Unique number

Customs office

File number

Transport code

Date & Time the Entry was submitted to customs

Importer code & name

Once you are happy that this is the correct entry that you want to submit the supporting documents for, click “Upload Files”

If this is the incorrect entry then click “Back” to return to the unique number select screen or “cancel” to return to the

screen where you can choose a new unique number.

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Upload Files:

Now select the PDF image that was created by the e@sy scan module & click on “Open” button.

**Please note that if a document with an incorrect format is uploaded, e@syscan will convert the document to a SARS

accepted .PDF Format

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The document will now be added at the bottom portion of the screen & will display:

The name of the file, sequence number, the size of the file in kilobytes, the file description and the status

If there are other documents that need to be sent then add them as described above until all the documents that are

required to be sent appear in the “Upload Documents” list

*Please note that no single file may be larger that 2 megabytes, this is a customs restriction.

Description:

Please select a description of the document you have uploaded

Select:

Please ensure that you place a “tick” in the “select box by clicking on that box, only documents with the “tick” will be

submitted. You can submit any number of documents at the same time, to send all the documents at the same time make

sure that all the documents have the select box “ticked”

Once all the documents to be submitted have been selected, click on “Submit Selected Files to SARS”

Status:

This will be blank if the document has not yet been submitted but will start informing you of the progress of the document

submission as soon as the documents are submitted.

Below are samples of the different status messages:

If the document sending fails then a message similar to the one below will be displayed.

The exact message sent back from customs will be displayed on the screen

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Compu-Clearing Supporting Documents Response Enquiry:

The documents that have been sent can also be viewed on the normal Compu-Clearing EDI enquiry:

The F8- Supporting Documents highlighted in red on the above screen shot will only appear if an entry relieved a Code 13

response back from customs.

Press the F8 function key to view the status of all documents submitted to customs electronically.

All the files that have been submitted to SARS will be displayed on the screen.

On the above example you can see a document with an error as well as a successfully submitted document.

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Installing Java:

If you do not have Java installed on your PC then you will be presented with an error promting you to install Java

Click on the “Click here to install Java now.” sentence to install Java.

The following window will pop-up:

The above window will show the progress of the download for the Java installer.

Once this has completed the following Window will automatically pop-up:

Click on “Install” to continue

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The Java installation process will begin & once Java has been successfully installed on your local PC the

following widow will pop-up advising that the installation has been completed:

* Please note that installation times may vary.