UPS IMPORT CLEARANCE ALERT · The Import Clearance Alert (ICA) system is timely and convenient way for Licensed ... The UPS Shipment Information Form summarizes the shipment information

UPS IMPORT CLEARANCE ALERT

BROKER USER GUIDE

July 5,2007

Import Clearance Alert Documentation Page 2

Table of Contents

Introduction 3

Log In - Website Access 4 - 5

- New User (Firm) 4

- Password Reset by ICA 5

Reports 6 - 13

- Find Shipment 6

o Search for Shipments 6

o Unprocessed Shipments 7

o Query Results 7

o Access Shipment Documents 8

o New Shipment Documentation 9

o Shipment Information Form 9

o Contact UPS shipment (Import Port) 10

o Reject Shipment 11

o Shipment History 11

o Processing Shipments (Broker of Choice OnSite shipments) 12

o Cart 12

- Shipment Tracking Report (FTP transmissions) 13

Contact Information 13 - 15

- Your Information 14

- Firm Information 14

- Update FTP Preference 15

My Contracts 16

- Match (Add) Contracts 16

- My Contracts 16

Broker Administration 17 - 18

- Add Accounts (Users) 17

o Edit Contact Information 17

- Manage Accounts (Users) 18 - 19

o Update Account (Users) 18

o Revoke Account Authority (Users) 19

- Technical Assistance 19


Introduction

The Import Clearance Alert (ICA) system is timely and convenient way for Licensed

Customs Brokers to access their shipment documentation required for Customs

clearance for UPS Broker of Choicesm or UPS FTZ Facilitatorsm Shipments. Broker of

Choice and FTZ Facilitator are contractual services between the importer and UPS.

Importer designates the customs broker or FTZ operator to receive in bond or clear

UPS international small package shipments. The authorized customs broker can

access shipment documentation required for Customs clearance from the ICA

website located at: https://www.ups.com/import.

This User Guide will show you, the customs broker how to register, access

documentation and communicate to UPS using the UPS ICA web site.

The ICA has two levels of rights, Administrative & User.

Administrative Rights can create and delete Users and assign Users to specific UPS

ports for customs clearance and reset “User” passwords. Both the Administrator and

the User can search (find) for shipments, view / print shipment documents such as

commercial invoices and other documents necessary for customs clearance. Only

Administrator can add Importers to their firm (My Contract). Administrative rights

will be assigned to first person to register their brokerage firm at the ICA web site.

Administrator User

Manage Accounts (Firm Users) b

Add Accounts (Firm Users) bFind Shipments b b

Shipment Tracking Report (FTP tracking) b bUpdate FTP Preference b

Update Your Information b bUpdate Firm Information b

Match Contract bMy Contract b

Broker Administration

Reports

Contact Information

My Contract

The ICA web site is available in multiple languages. The ICA system has been

designed to work with Internet Explorer v. 5.0 or later along with Acrobat Reader

v. 5.01 or later.


Log In - Website Access

The ICA web site address is https://www.ups.com/import. Please contact your

company’s Administrator for User ID & Password. The site is secured and requires a

User ID and password for access. Brokers or FTZ operators will only be allowed to

view images and data for shipments from importer that are linked to their accounts.

If your company has not registered in ICA, Please select Sign Up Here which is next

to New User.

The Administrator from your brokerage firm is responsible for User ID and Password

•If your firm does not have an Administrator, then your firm must register through the Sign Up process.

•A contract ID will be required.•Administrative rights for the brokerage firm will be given to the user completing the sign up process

ICA can reset password if the user has an active ID.

The Administrator from your brokerage firm is responsible for User ID and Password

•If your firm does not have an Administrator, then your firm must register through the Sign Up process.

•A contract ID will be required.•Administrative rights for the brokerage firm will be given to the user completing the sign up process

ICA can reset password if the user has an active ID.

• Create the User ID & Password. • The first five (5) letters of the brokerage firm should be the first five (5) letters of User ID.

• The User ID and the Password must be at least six (6) characters and no greater than 12.

Your Importer shall provide their UPS Account # and a ten (10) digit Contract ID.

• Create the User ID & Password. • The first five (5) letters of the brokerage firm should be the first five (5) letters of User ID.

• The User ID and the Password must be at least six (6) characters and no greater than 12.

Your Importer shall provide their UPS Account # and a ten (10) digit Contract ID.


Remember, administrative rights will be assigned to the first person from your

brokerage firm completing the Sign Up process at the ICA web site.

The importer requesting your service must provide you with their six (6) digit UPS

account # and a ten (10) digit Contract ID in order to register your brokerage firm.

The first five (5) letters of your Company should be the first five (5) characters of

the User ID. The User ID and the Password must be at least six (6) characters and

no greater than 12. If the name is less than five (5) letters, please use spaces or

dashes to fill up the first five (5) characters.

Password Reset

ICA can reset the password if the brokerage firm Administrator is not available. The

User must enter their User ID and the email address they entered in their Contact

information or the email address receiving shipment notifications. The new password

will be sent within minutes to the key entered email address.

Once ICA validates User ID & email, a new password will be created and sent to the email entered. The user can either enter the email that is stored in the Contact Information or the email receiving notifications

ICA will send a new password to the email entered upon successful validation.

Once ICA validates User ID & email, a new password will be created and sent to the email entered. The user can either enter the email that is stored in the Contact Information or the email receiving notifications

ICA will send a new password to the email entered upon successful validation.


Reports

Find Shipment

Brokerage and FTZ operators can find shipments. Shipments can be searched by

Port, UPS Shipment #, and within a date range. Shipment status is only applicable to

Canada low value shipments. Results can be grouped by Import Date, Shipment #

and Importer.

Search Criteria

UPS Port of Entry

UPS Shipment Number

Not Applicable – Only for Canada Use

•Access Calendar by selecting

•Use Calendar to select range of Dates.

•The maximum range of dates is seven (7) days

•The query must be within 90 days.

Only applicable for Low value Canada shipments

Search Criteria

UPS Port of Entry

UPS Shipment Number

Not Applicable – Only for Canada Use





Only applicable for Low value Canada shipments


View Unprocessed Shipments

The View Unprocessed Shipment screen will appear when there are unprocessed

shipments outside the date range specified in the Find Shipment query. If you

select , then you will view only unprocessed shipments unprocessed that do not

meet the criteria established in the Find Shipment query. If you select , then all

shipments that meet the Find Shipment criteria will be displayed

Query Results

Below is an example of the results from a Find Shipment query.

Select NO will only show shipments that meet the Find Shipment criteria

Select Yes will only show Unprocessed shipments outside the Find Shipmentcriteria

Select NO will only show shipments that meet the Find Shipment criteria

Select Yes will only show Unprocessed shipments outside the Find Shipmentcriteria


Access Shipment Documents

Shipment documents can be accessed at the document level as well as the Find

Shipment results level.

Click on to view individual documents at the shipment level. All shipment

documents imaged by UPS will be displayed. Click on View/Print to view and print

imaged shipment documents. Click on to minimize the detail.

Click on Cart if you want to save documents to be viewed and / or printed later.

Please note you can use the Cart functionality at document level 1, Shipment level

2, and at the shipment query level 3. Please review Cart section to learn more

about the functionality

Click on the to gain access to documents imaged by UPS

Date/Time when documents became available

View/Print This is helpful when accessing a specific document.

Add All Shipments To Cart•Saves all images from shipment query results to be viewed / printed later.

•This saves time by eliminating the need to select each shipment to add documents to Cart

Save document for later processing at document level Cartor shipment level Add All

1

2

3

Click on the to gain access to documents imaged by UPS

Date/Time when documents became available

View/Print This is helpful when accessing a specific document.

Add All Shipments To Cart•Saves all images from shipment query results to be viewed / printed later.

•This saves time by eliminating the need to select each shipment to add documents to Cart

Save document for later processing at document level Cartor shipment level Add All

1

2

3


New Documents

The shipment will be highlighted in Yellow when documents have been imaged after

the shipment was matched to your brokerage firm. Quite often the Shipment

information form was created or the notations have been made to original

documents and they have been imaged.

Shipment Information Form

The UPS Shipment Information Form summarizes the shipment information captured

by UPS. This is one type of document available for every shipment. Availability of

aircraft information will vary by country.


US only US only

US only

US only

US only

US only

US only


US only US only

US only

US only

US only

US only

US only

Shipments will be highlighted in Yellow if new documents become available

Shipments will be highlighted in Yellow if new documents become available


Contact UPS (Import Port)

Clicking on the Import Port will provide local UPS email and phone contact

information.


Reject Shipment

Clicking on alerts UPS that you are rejecting the shipment. Please clearly state

the reason for rejection. For example, please state which documents are missing or

incomplete.

Shipment History

Click on to view activity on a shipment. Shipment History displays all documented

activities associated with a shipment and the user who completed the activity.

Clearly state the reason for rejecting the shipment

Reject shipment will notify UPS that shipment has been rejected and the shipment will not be available to you

Select Cancel will retain the shipment for processing

Clearly state the reason for rejecting the shipment

Reject shipment will notify UPS that shipment has been rejected and the shipment will not be available to you

Select Cancel will retain the shipment for processing


Processing Shipments (Broker of Choice OnSite Shipments Only)

Processing Broker of Choice OnSite shipments alerts UPS that shipment(s) were

presented by you to Customs for clearance. Once UPS receives proof of Customs

clearance, either from Customs or you, UPS will complete delivery to the Consignee.

Cart

Image shipment documents can be store in the Cart for later process. The Cart

allows you to view and print documents from different shipment all at one location.

Process Date will appear on Shipment Query ResultsProcess Date will appear on Shipment Query Results


You can also download items and you have the ability to

delete individual or all Cart items.

Shipment Tracking Report

The Shipment Tracking Report is used to view data on FTP transfers from UPS to your brokerage Firm. Data will only be available if the firm is using the FTP functionality to obtain their images.

Contact Information

Contact information is designed for your company to organize their personal

information. Each user can update / maintain their personal information “Update

Your Information”. The Administrator can update their company information in

“Update Firm Information”. This information is only stored on the web site and

does not communicate with other UPS operating systems. At a minimum, each user

should enter their individual company email which would be use for validation if the

user forgets their password when attempting to login.

Search Criteria

FTP Data Output





Search Criteria

FTP Data Output






Update Your Information Screen

Update Firm Information

Only the Administrator will have access to this page.

This is the email receiving shipment notifications. Please contact your Importer if this email should change who has the contract with UPS to communicate changes with brokerage firm email.

Language Selection will change the language used in Broker of Choice or FTZ email notifications.

Saves changes

This is the email receiving shipment notifications. Please contact your Importer if this email should change who has the contract with UPS to communicate changes with brokerage firm email.

Language Selection will change the language used in Broker of Choice or FTZ email notifications.

Saves changes

If “User” forgets their password, they can enter this email into the Reset Passwordscreen and a new password will be sent to this email address.

“User” can change their password.Administrator will be alerted when passwords are changed by the User.

Saves changes





Saves changes


Update FTP Preference

The Administrator is the only one at the firm that has access to “Update FTP

Preference”. You have the opportunity to change IP through the ICA web site.

You need to assign an IP address for each Importer you clear UPS small package

shipments. Please provide accurate FTP Username and FT Destination Path so

that UPS can set up the IP address. The Public Key information will be sent back

from UPS to be used in setting up a secure FTP transfer. If your firm uses a firewall

a rule must be put in place to allow the secure FTP data transfer.

Enter the IP address for each Importer selected.

This information is needed for UPS to push data to IP address

UPS will provide a Public Key which must be entered into the IP system in order for your IP address to accept UPS transmissions

Enter the IP address for each Importer selected.

This information is needed for UPS to push data to IP address

UPS will provide a Public Key which must be entered into the IP system in order for your IP address to accept UPS transmissions


My Contracts

The Administrator can add contracts (Match) and view contract their firm has with

various importers.

Match Contracts

A contract ID is needed to add another importer to your firm’s view. The importer

shall provide you with a ten (10) digit Contract ID which needs to be entered twice

to ensure accurate key entry.

Please contact the Importer if the Contract ID was not “Matched”.

My Contracts

My Contracts provides a list of all the importers your firm have the right to clear

UPS small package shipments.

Enter the Contract ID provided by your ImporterEnter the Contract ID provided by your Importer


Broker Administration

Add Accounts

As an Administrator, you can add Users and assign Port(s) to the User. We require

the first five (5) digits of the ID is the first five (5) digits of your firm’s name. If the

firm name is less than five (5) letters, please use spaces or dashes to fill up the first

five (5) characters of the User ID. The User ID can’t exceed 12 characters. The

Password must be at least 6 characters and no greater than 12 characters.

Edit Contact Information

The Administrator has the ability to enter User Information. The User can change /

update information once they have successfully logged in.

•An Account ID is also known as User ID.•The first five (5) digits of the User ID must be the company name and can’t exceed 12 characters.

•The Password must be between 6 & 12 characters.

•Once logged in, the User can change their password.

• The Administrator will be alerted when a password is changed. The alert will notcontain the new password

Select Port(s) the User can access

•Select once all ports have been highlighted.

•Once selected the Ports will be displayed

•An Account ID is also known as User ID.•The first five (5) digits of the User ID must be the company name and can’t exceed 12 characters.

•The Password must be between 6 & 12 characters.

•Once logged in, the User can change their password.

• The Administrator will be alerted when a password is changed. The alert will notcontain the new password

Select Port(s) the User can access

•Select once all ports have been highlighted.

•Once selected the Ports will be displayed


Manage Accounts

The Administrator can Update the Account (User) access to Ports and change

Account (User) Password.

The drop down box allows selection of a Account (User)

Change Port(s) access per Account (User)Change Account

(User) Password

The drop down box allows selection of a Account (User)

Change Port(s) access per Account (User)Change Account

(User) Password


Administrator can also Revoke Authority of an Account (User). Once the User’s

authority has been revoked, the Account will not be displayed.

Technical Support

o For US brokers, please contact UPS ISRG at 502-3503599.

o For brokers outside the US, please contact your local UPS Brokerage group.

Select User to Revoke AuthoritySelect User to Revoke Authority