Do you ever feel like you’re repeating yourself? Are there certain statements you have to include on your export documents to your freight forwarder or customer, but you don’t want to type them over and over?
That’s why Shipping Solutions includes a Phrases database, so you only have to enter these statements one time. Then you can choose a phrase on various EZ Start screens and that phrase will appear on specific documents such as the invoices, Free Trade Agreement (FTA) and Trade Promotion Agreement (TPA) Certificates of Origin, Bills of Lading and more.
To enter a phrase, click the Databases tab and choose Phrases. Click Add, enter a Phrase Title, and enter the Phrase Text. Click Save. Now the phrase is ready to appear on the documents as shown below.
Documents That Use Phrases
Air Waybill
Select a phrase in the AES ITN Code or Exemption Statement field on the EZ Start-EEI-Electronic Information (AES) screen, and it will appear at the bottom of the Other Charges box.
Australia FTA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Australia FTA Certificate of Origin screen.
Bank Draft
Select a phrase in the Bank Draft Special Instructions field on the EZ Start-Bank Draft screen, and it will appear in the Special Instructions box near the bottom of the form.
CAFTA-DR Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document in section 10 under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, CAFTA-DR Certificate of Origin screen.
Canada Customs Invoice
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document below the product line items.
Chile FTA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Chile FTA Certificate of Origin screen.
Colombia TPA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print in section 10 below the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Colombia TPA Certificate of Origin screen.
Commercial Invoice
Select a phrase in the Commercial Invoice Special Instructions field and the Commercial Invoice Phrase field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and they will both print on the document below the line items.
Dock Receipt
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document below the product line items.
Generic Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print in the Remarks box in the upper right corner of the certificate. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Generic Certificate of Origin screen. In addition, the Generic Certificate of Origin Phrase field on the EZ Start-Generic Certificate of Origin screen will print at the bottom of the document. The Generic Certificate of Origin Phrase field is much larger than the Remarks box so can be used for longer phrases.
Inland Bill of Lading
Select a phrase in the Inland Bill of Lading Special Instructions field on the EZ Start-Bills of Lading-Inland Bill of Lading screen, and it will print on the document in the special instructions box.
Japan FTA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Japan FTA Certificate of Origin screen.
Korea FTA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print in section 6 below the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Korea FTA Certificate of Origin screen.
Ocean Bill of Lading
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document below the product line items. In addition, enter a phrase in the AES ITN Code or Exemption Statement field on the EZ Start-EEI-Electronic Information (AES) screen, and it will appear near the bottom of the document next to the Ship Ref No.
Packing List
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document below the product line items. You can also select a phrase in the Packing List Special Instructions field on the EZ Start-Packing List screen, and it will print below the Commercial Invoice Special Instructions. You can control whether or not either phrase prints on the document by using the check box on the Tools tab, Customize Documents, Packing List screen.
Panama TPA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Panama TPA Certificate of Origin screen.
Peru TPA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Peru TPA Certificate of Origin screen.
Proforma Invoice
Select a phrase in the Proforma Invoice Special Instructions field and the Proforma Invoice Phrase field on the EZ Start-Invoices-Proforma/Commercial screen (top section), and they will both print on the document below the line items.
Singapore FTA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, Singapore FTA Certificate of Origin screen.
SLI in NCBFAA format
Select a phrase in the SLI Special Instructions field on the EZ Start-Shipper’s Letter of Instruction screen, and it will print on the document in the Instructions to Forwarder section. In addition, enter a phrase in the AES ITN Code or Exemption Statement field on the EZ Start-EEI-Electronic Information (AES) screen, and it will appear with the SLI Special Instructions.
SLI in SED format
Enter a phrase in the SLI Special Instructions field on the EZ Start-Shipper’s Letter of Instruction screen, and it will print on the document below the line items. In addition, enter a phrase in the AES ITN Code or Exemption Statement field on the EZ Start-EEI-Electronic Information (AES) screen, and it will appear above the signature box at the bottom of the document.
Shipper’s Letter of Instruction
Enter a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document below the product line items. In addition, enter a phrase in the AES ITN Code or Exemption Statement field on the EZ Start-EEI-Electronic Information (AES) screen, and it will appear in the upper-right section of the document below the Containerized check box. A third phrase will appear in the Special Instructions box if you enter it in the SLI Special Instructions field on the EZ Start-Shipper’s Letter of Instruction screen.
USMCA Certificate of Origin
Select a phrase in the Commercial Invoice Special Instructions field on the EZ Start-Invoices-Proforma/Commercial screen (middle section), and it will print on the document under the product line items. You can control whether or not the phrase prints on the document by using the check box on the Tools tab, Customize Documents, USMCA Certificate of Origin screen. The same applies for the USMCA for Canada in English and French (CUSMA) and the USMCA for Mexico in Spanish (T-MEC).
Phrases Organized by EZ Start Screen
If you want to know on which document(s) your phrase will appear, review this list of phrase fields on each EZ Start screen.
Invoices-Proforma/Commercial
If you enter a phrase in the Proforma Invoice Phrase or Special Instructions box, the phrase will appear on the Proforma Invoice. If you enter a phrase in the Commercial Invoice Phrase box, the phrase will appear on the Commercial Invoice. If you enter a phrase in the Commercial Invoice Special Instructions box, the phrase will appear on the Australia FTA Certificate of Origin, CAFTA-DR Certificate of Origin, Canada Customs Invoice, Chile FTA Certificate of Origin, Generic Certificate of Origin, Colombia TPA Certificate of Origin, Commercial Invoice, Dock Receipt, Japan FTA Certificate of Origin, Korea FTA Certificate of Origin, Ocean Bill of Lading, Packing List, Panama TPA Certificate of Origin, Peru TPA Certificate of Origin, Shipper’s Letter of Instruction, Singapore FTA Certificate of Origin, and all version of the USMCA Certificate of Origin. See above for which documents you can control whether the phrase appears or not.
EEI-Electronic Export Information (AES)
If you enter a phrase in the AES ITN Code or Exemption Statement box, the phrase will appear on the Air Waybill, Ocean Bill of Lading, SLI in NCBFAA format, SLI in SED format, and the Shipper’s Letter of Instruction.
Packing List
If you enter a phrase in the Packing List Special Instructions box, the phrase will appear only on the Packing List.
Generic Certificate of Origin
If you enter a phrase in the Generic Certificate of Origin Phrase box, the phrase will print only on the Generic Certificate of Origin.
Shipper’s Letter of Instruction
If you enter a phrase in the SLI Special Instructions box, the phrase will print on the SLI in NCBFAA format, the SLI in SED format, and the Shipper’s Letter of Instruction.
Inland Bill of Lading
If you enter a phrase in the Inland Bill of Lading Special Instructions box, the phrase will print only on the Inland Bill of Lading.
Bank Draft
If you enter a phrase in the Bank Draft Special Instructions box, the phrase will print on the Bank Draft.
This article was first published in April 2015 and has been updated to include current information, links and formatting.
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