Lodging a Departure Report (Air)....................................................4
Lodging a Departure Report (Sea) ..................................................7
Searching for a Departure Report ................................................. 10
Amending a Departure Report (Air)............................................... 15
Amending a Departure Report (Sea) ............................................. 17
Withdrawing a Departure Report................................................... 19
Related Topics.......................................................................... 20
Further Assistance .................................................................... 20
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OVERVIEW
WHEN IS A DEPARTURE REPORT USED?
A departure report is used to advise Customs when a vessel or aircraft intends to depart from a port or airport in Australia. The departure report is a prerequisite that must be satisfied before a certificate of clearance can be granted by Customs.
WHAT IS A DEPARTURE REPORT?
A departure report is a statement made by the master or owner of the vessel, the pilot or owner of the aircraft, or an agent, to Customs providing information concerning the proposed date/time of departure of the vessel or aircraft.
The departure report must be reported electronically. This is done by lodging a departure report in the Integrated Cargo System (ICS). The departure report does not receive a Customs Authority Number (CAN).
What about small craft?
There are special requirements for the clearance of small craft, light aircraft, and other vessels or aircraft of a kind specified in the Regulations. ‘Light aircraft’ and ‘small craft’ are defined as:
• not carrying any cargo other than goods prescribed in regulation100
• a ship or aircraft in respect of which, on its last voyage to Australia from a place outside Australia, a report of cargo was required under section 64AB of the Act.
These vessels and aircraft must lodge a paper main manifest before a Certificate of Clearance is granted. No departure report is required for these craft.
Status
When the departure report has been validated and processed it will be assigned a report status.
The possible statuses are:
• CLEAR – the report has been validated without error
• ERROR – there is a validation error
• WITHDRAWN – the report has been withdrawn.
LEGISLATION
In the context of ICS processing the terms vessel and ship are (unless expressly stated otherwise) to be understood as referring to the same
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thing. The term ship is used throughout the Customs Act 1901 and associated legislation while the term vessel is used in the ICS.
Customs Act 1901
Section 118 requires that a vessel or aircraft must not depart from a port or airport without receiving a certificate of clearance, and describes the requirements to be satisfied for a certificate to be granted.
Paragraph 118(4)(c) states that requirements prescribed by regulation must be complied with.
Section 118A applies to certain types of ship or aircraft (e.g., small craft, light aircraft), and requires that the master or owner of a ship, or the pilot or owner of an aircraft must communicate a documentary main manifest prior to being granted a certificate of clearance.
Customs Regulations 1926
OFFENCES
Section 118(1) - An offence against subsection s118(1) – departure without a certificate of clearance – is an offence of strict liability, with a maximum penalty of 60 penalty units. The Infringement Notice Scheme (INS) applies to offences against s119(1), with a penalty of twelve penalty units.
A penalty unit means $110 as defined in s4AA of the Crimes Act (Cwlth) 1914.
Note: there is no offence if a certificate of clearance is granted by Customs without a departure report having been lodged.
LODGING A DEPARTURE REPORT (AIR)
The Departure Report Lodge screen enables users with the appropriate access to submit a departure report.
A departure report cannot be lodged if the same content is quoted on another non-withdrawn departure report in the Integrated Cargo System (ICS).
When the mode of transport is air, the following fields cannot be quoted on another non-withdrawn departure report:
• Departure Date/Time
• Flight Number
• Departure CTO Estab Id.
The ICS automatically links a departure report with the relevant main manifest. This occurs when the main manifest is lodged. The link
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between the two documents is based on the content of certain fields. These are:
• Flight Number (departure report) and Flight No (main manifest)
• Departure Date/Time (departure report) and Departure Date (main manifest)
• Departure CTO Estab Id (departure report) and Departure Port (main manifest).
The ICS connects CTO establishment identifiers with particular loaders at particular Australian ports. This means that the departure port quoted on the main manifest must match the particular port associated with the departure CTO establishment identifier on the departure report.
For example, an aircraft with a departure port of Brisbane on its main manifest cannot have the departure CTO establishment identifier for Cairns on its departure report.
Tip: Before attempting to lodge a departure report, ensure that you have all required information and codes. It is NOT possible to use the reference search function and lodge a departure report simultaneously.
To lodge a departure report:
Step 1. From the main menu, click on Exports, click on Departure Report and then click on Lodge.
The Departure Report Lodge screen displays.
The Departure Report Lodge screen enables users to lodge the details about a vessel or aircraft that is departing from Australia.
Note: the initial screen will display limited fields only. These fields are not dependent on the mode of transport that has been selected.
Note: the Reporting Party Id field will default to the ABN/CCID (Australian Business Number/Customs Client Identifier) of the reporting party and is read only.
Step 2. From the Mode of Transport field, click on the drop down arrow and select AIR.
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The Departure Report Lodge screen displays with the relevant line fields for lodging an air departure report.
The mode of transport will determine which fields are displayed on the screen. The Mode of Transport field will be converted into a read only field when a value is selected. When the mode of transport ‘air’ is selected, the flight related fields are enabled.
Step 3. In the Senders Ref field, enter the sender’s unique reference for the report.
Step 4. In the Departure CTO Estab Id field, enter the Cargo Terminal Operator (CTO) establishment identifier the goods will be departing from.
Step 5. In the Departure Date/Time fields, enter the date and time the aircraft is due to depart. The departure date cannot be greater than six months after the original lodgement date.
Step 6. In the Destination Port field, enter the United Nations Location Code (UNLocode) of the next port of call of the aircraft.
Step 7. In the Flight No field, enter the airline code and flight number.
This is a unique reference assigned by a carrier to identify a specific journey of an aircraft. The Flight Number field consists of the airline code and flight number, for example, QF330 => Qantas flight number 330.
Note: to exit this screen without saving, click on the Cancel button.
Step 8. Click on the Submit button.
A confirmation box displays.
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Step 9. Click on the OK button.
An information box displays.
Step 10. Click on the Close button.
The Departure Report View screen displays with the updated details.
LODGING A DEPARTURE REPORT (SEA)
The Departure Report Lodge screen enables users with the appropriate access to submit a departure report.
A departure report cannot be lodged if the same content is quoted on another non-withdrawn departure report in the Integrated Cargo System (ICS).
When the mode of transport is sea, the following fields cannot be quoted on another non-withdrawn departure report:
• Departure Date/Time
• Vessel Id
• Voyage No
• Departure CTO Estab Id.
The ICS automatically links a departure report with the relevant main manifest. This occurs when the main manifest is lodged. The link between the two documents is based on the content of certain fields. These are:
• Vessel Id (departure report and main manifest)
• Voyage Number (departure report and main manifest)
• Departure Date/Time (departure report) and Departure Date (main manifest)
• Departure Port (departure report) and Departure CTO establishment Id (main manifest).
DEPARTURE REPORTS
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The ICS connects CTO establishment identifiers with particular loaders at particular Australian ports. This means that the departure port quoted on the main manifest must match the particular port associated with the departure CTO establishment identifier on the departure report.
For example, a vessel with a departure port of Fisherman’s Island, Brisbane on its main manifest cannot have a departure CTO establishment identifier for Hay Point, Mackay on its departure report.
Tip: Before attempting to lodge a departure report, ensure that you have all required information and codes. It is NOT possible to use the reference search function and lodge a departure report simultaneously.
To lodge a departure report (sea):
Step 1. From the main menu, click on Exports, click on Departure Report and then click on Lodge.
The Departure Report Lodge screen displays.
The Departure Report Lodge screen enables users to lodge the details about a vessel or aircraft that is departing from Australia.
Note: the initial screen will display limited details only. These fields are not dependent on the mode of transport that has been selected.
Note: the Reporting Party Id field will default to the ABN/CCID (Australian Business Number/Customs Client Identifier) of the reporting party and is read only.
Step 2. From the Mode of Transport field, click on the drop down button and select SEA.
The Departure Report Lodge screen displays with the relevant line fields for lodging a sea departure report.
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The mode of transport selected will determine the fields that are shown on the screen. The Mode of Transport field will be converted into a read only field when a value is selected. When sea is selected, the Carrier Party Id, Vessel Id, and Voyage No fields will be enabled.
Step 3. In the Senders Ref field, enter the sender’s unique reference for the report.
Step 4. In the Departure CTO Estab Id field, enter the Cargo Terminal Operator (CTO) establishment identifier the goods will be departing from.
Step 5. In the Departure Date/Time fields, enter the date and time the vessel is due to depart. The departure date cannot be greater than six months after the original lodgement date.
Step 6. In the Destination Port field, enter the United Nations Location Code (UNLocode) of the next port of call of the vessel.
Step 7. In the Carrier Party Id field, enter the identifier of the operator of the vessel. This can be the ABN or CCID.
Step 8. In the Vessel ID field, enter the unique identifier of the departing vessel. This may be either a Lloyd’s number (an internationally recognised register of unique numbers issued primarily to commercial vessels) or a Customs ship number (a unique alpha-numeric identifier assigned by Customs for vessels that do not have a Lloyd’s number).
Step 9. In the Voyage No field, enter the unique voyage number of the identified vessel. This number is assigned by the principal agent of the vessel and may include alpha characters.
Note: to exit this screen without saving, click on the Cancel button.
Step 10. Click on the Submit button.
A confirmation box displays.
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Step 11. Click on the OK button.
An information box displays.
Step 12. Click on the Close button.
The Departure Report View screen displays with the updated details.
SEARCHING FOR A DEPARTURE REPORT
The Departure Report Search screen enables users with the appropriate access to search for a departure report in the Integrated Cargo System (ICS).
To search for a departure report:
Step 1. From the main menu, click on Exports, click on Departure Report and then click on Search.
The Departure Report Search screen displays.
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The Departure Report Search screen enables users to search for a departure report. The default search criteria in the Select a Search Combination field will be Reporting Party Id and Senders Ref. Fields for this search combination are mandatory fields. All other fields are disabled.
Note: the Reporting Party Id field will default to the ABN/CCID (Australian Business Number/Customs Client Identifier) of the reporting party and is read only.
Step 2. In the Select a Search Combination field, click on the drop down button and select one of the following options:
• Reporting Party Id and Senders Ref
• Reporting Party Id and Departure CTO Estab Id
• Reporting Party Id and Flight No
• Reporting Party Id and Vessel Id
• Reporting Party Id and Departure Date
• Reporting Party Id and Transaction Date.
Tip: Choosing an appropriate search option will make searching more efficient.
When a broad search options is used, a list will usually be returned. From this screen a specific document can be chosen. The broadest search options available are the Reporting Party Id and Departure Date or Reporting Party Id and Transaction Date options. The most specific search option is the Reporting Party Id and Senders Ref option.
Step 3. Enter the relevant values in the mandatory fields.
Note: the transaction date range must be less than or equal to 30 days duration.
Note: to clear the search criteria entered, click on the Clear button.
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Step 4. Click on the Search button.
If one record is found, the Departure Report View screen displays.
If more than one record is found, the Departure Report List screen displays.
The Departure Report List screen enables users to view a list of departure reports found by a search.
The list is sorted by transaction date and then by sender’s reference.
The following table lists the options available on the Departure Report List screen.
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Option Action Result
To view the previous or next page of results.
Note: only available if your search found more than one record.
Click on the Page Prev or Next button.
The previous or next page of results displays.
To perform another search (with existing search values retained).
Click on the Back hyperlink.
The Departure Report Search screen displays with the previously entered search criteria.
To perform another search (with default search values).
Click on the New Search hyperlink.
The Departure Report Search screen displays with the default search parameters.
Step 5. Click on a hyperlink in the Senders Ref column.
The Departure Report View (air) screen displays.
Or the Departure Report View (sea) screen displays.
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The Departure Report View screen enables users to view individual details of a departure report. On entry from any screen other than the Departure Report List screen, all the command buttons will be disabled.
The following table lists the options available on the Departure Report View screen.
Option Action Result
To view the previous or next version of the departure report.
Note: only available if more than one version exists.
Click on the Version < or > button.
The previous or next version of the departure report displays.
To view the previous or next report.
Note: only available if your search found more than one record.
Click on the Report Prev or Next button.
The previous or next page of report displays.
To amend the current departure report.
Note: if the status is withdrawn, the Amend and Withdraw buttons are disabled.
Click on the Amend button.
The Departure Report Amend screen displays.
To withdraw the current departure report.
Click on the Withdraw button.
A confirmation box displays. Refer Withdrawing a Departure Report.
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AMENDING A DEPARTURE REPORT (AIR)
The Departure Report Amend screen enables users with the appropriate access to amend the details of a departure report in the Integrated Cargo System. A departure report that has been linked to a main manifest cannot have some fields amended.
There are two different forms of the Departure Report Amend screen depending on the mode of transport: air or sea.
When the mode of transport is air, and the departure report is not linked, the following fields can be amended:
• Departure Date/Time
• Flight Number
• Departure CTO Estab Id.
An amended, non-linked departure report cannot quote the exact information in the corresponding fields on another non-withdrawn departure report.
When the mode of transport is air, the following fields cannot be quoted on another non-withdrawn departure report:
• Departure Date/Time
• Flight Number
• Departure CTO Estab Id.
To amend an existing departure report:
Step 1. From the Departure Report View screen, click on the Amend button.
The Departure Report Amend screen displays.
The Departure Report Amend screen enables users to change departure reports.
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Note: some of the fields shown on this screen are dependent on the mode of transport. For air transport, the Flight Number field displays.
The following fields are read only:
• Mode of Transport
• Reporting Party
• Senders Ref.
The following fields can be amended if required:
• Departure CTO Estab Id
• Departure Date/Time
• Destination Port
• Flight Number.
Step 2. Make the required changes to the departure report.
Note: to exit this screen without saving, click on the Cancel button.
Step 3. Click on the Submit button.
A confirmation box displays.
Step 4. Click on the OK button.
An information box displays.
Step 5. Click on the Close button.
The Departure Report View screen displays with the updated details.
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AMENDING A DEPARTURE REPORT (SEA)
The Departure Report Amend screen enables users with the appropriate access to amend the details of a departure report in the Integrated Cargo System. A departure report that has been linked to a main manifest cannot have some fields amended.
There are two different forms of the Departure Report Amend screen depending on the mode of transport: air or sea.
When the mode of transport is sea, and the departure report is not linked, the following fields can be amended:
• Departure Date/Time
• Vessel Id
• Voyage No
• Departure CTO Estab Id.
An amended, non-linked departure report cannot quote the information in the corresponding fields on another non-withdrawn departure report.
When the mode of transport is sea, the following fields cannot be quoted on another non-withdrawn departure report:
• Departure Date/Time
• Vessel Id
• Voyage No
• Departure CTO Estab Id.
To amend an existing departure report:
Step 1. From the Departure Report View screen, click on the Amend button.
The Departure Report Amend screen displays.
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The Departure Report Amend screen enables users to change the details of a departure report.
Note: some of the fields shown on this screen are dependent on the mode of transport. For sea transport, the Carrier Party Id, Vessel Id and the Voyage No fields display.
The following fields are read only:
• Mode of Transport
• Reporting Party
• Senders Ref.
The following fields can be amended if required:
• Departure CTO Estab Id
• Departure Date/Time
• Destination Port
• Carrier Party Id
• Vessel Id
• Voyage No.
Step 2. Make the required changes to the departure report.
Note: to exit this screen without saving, click on the Cancel button.
Step 3. Click on the Submit button.
A confirmation box displays.
Step 4. Click on the OK button.
An information box displays.
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Step 5. Click on the Close button.
The Departure Report View screen displays with the updated details.
WITHDRAWING A DEPARTURE REPORT
Departure report withdraw functionality is found on the Departure Report View screen and enables users with the appropriate access to withdraw a departure report.
The following rules apply when withdrawing a departure report:
• a departure report that has been linked to a main manifest cannot be withdrawn
• a withdrawn departure report cannot be amended
• a non linked departure report cannot be withdrawn after the date of departure
• a withdrawn departure report cannot be reinstated.
To withdraw a departure report:
Step 1. From the Departure Report View screen, click on the Withdraw button.
A confirmation box displays.
Step 2. Click on the OK button.
An information box displays.
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Step 3. Click on the Close button.
The Departure Report View screen redisplays with an updated status of WITHDRAWN.
Note: if the status is withdrawn or processing, the Amend and Withdraw buttons are disabled.
RELATED TOPICS
For more information on Warehouse Release and Return Notices, refer to Module 3.
For more information on Depot Receival and Release Notices, refer to Module 4.
For more information on CTO Receival and Removal Notices, refer to Module 5.
For more information on Main Manifests, refer to Module 8.
FURTHER ASSISTANCE
The quick reference guide Departure Reports is available from www.customs.gov.au.
For technical support email [email protected] or phone 1300 558 099.
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