www.truckandtrack.com Autumn 2024 Truck and Track 19 DESCARTES™ penalties, shipment delays and even reputational damage. Furthermore, the shortage of skilled customs professionals exacerbates the situation. Many organisations struggle to find personnel with the necessary expertise to navigate the intricacies of customs regulations. As a result, the risk of human error increases, making the need for a robust solution even more critical. Global trade is becoming more and more regulated, and Customs Authorities are asking for more and more data. This situation requires resilience in the supply chain, and to build that resilience, technology needs to be leveraged efficiently. The Role of Technology in Customs Compliance By automating repetitive and complex tasks with software and other technology tools, businesses can reduce the likelihood of human errors and ensure consistent adherence to regulations. These solutions also provide real time visibility and control to help migrate disturbances in the supply chain. What are some of the key ways technology can transform customs compliance: And how can a business start on a path to better leverage their technology? Starting on the Path to Better Technology Utilisation The journey towards more effective technology use in customs compliance starts with data. Logistics businesses often focus on the data they receive in its current format, but there is significant potential in revisiting how this data is accessed and transmitted. By working closely with clients, companies can uncover more flexible data-sharing options. For instance, while clients might currently provide a PDF printout of an invoice, the same system could easily generate an Excel spreadsheet, which is more conducive to automated processing. Automating Data Handling Many customs filing software solutions allow for the upload of Excel spreadsheets containing customs data. Some advanced systems can even connect directly to your or your customers’ systems to exchange data automatically. This not only reduces manual entry but also minimises errors, enhancing compliance and ensuring timely delivery of goods. Client Benefits While it might seem like additional work for clients to adjust their data formats, the benefits are substantial. Less manual data entry means fewer mistakes, improved compliance, timely goods delivery and reduced time spent on resolving issues. The ideal scenario is a fully automated system that eliminates manual processes, boosts productivity and minimises human error. However, not all companies can achieve this immediately. For those still reliant on PDF invoices, continuous improvement is key. Overcoming Client Constraints Not all clients can provide data in the preferred format. In such cases, businesses may need to manually enter information. The most successful companies continuously seek ways to improve their processes. They frequently ask, “Could we be doing this better?” This proactive approach often reveals underutilised capabilities within their software solutions. When asked, many clients admit they are not fully utilising their software’s potential. Maximising Software Use Across the supply chain, not just in customs software, businesses should regularly engage with their software providers to ensure they are effectively adopting and maximising their technology’s capabilities. Software companies have insights from hundreds of businesses and can offer valuable advice on best practices and efficient use of their solutions. Pre-populating Data A critical area for improvement is pre-populating data. Most customs filing systems allow for the pre-population of common, repeating data. Setting up templates for similar or repetitive tasks can significantly reduce the manual workload. For instance, 80% to 90% of the work could be completed in advance, with only variable fields needing manual input. Establishing Master Data Master data management is essential for effective compliance. This involves setting up key information such as customer details, addresses and product specifications. Regular updates and reviews of this data ensure it remains accurate and relevant, adapting to changes in regulations and business needs. Continuous Improvement As times and regulations change, it is vital to reassess and adapt your setups. For example, when the HMRC removed the 999L waiver, a new dataset had to be applied to each commodity code. Entering this data manually could significantly impact
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