A leading freight forwarder faced a significant operational challenge in processing import customs declarations for a manufacturing company importing goods from around the world. Each shipment required meticulous data extraction and entry to comply with customs regulations, a process that was both time-consuming and prone to human error. The manual steps involved:
- Receiving and Reviewing Documents: Suppliers sent emails containing Bills of Lading (BOL) and Waybills (invoices), which described the goods in detail.
- Data Extraction and Plausibility Checks: Staff manually extracted essential information needed for customs declarations, including:
• Country of Origin
• Country of Departure
• Date
• Supplier Name
• Invoice Number
• BOL Number
They performed plausibility checks to ensure that details like shipper names and dates were accurate and consistent.
- Manual Entry into SAP GTS: A new process was created in SAP Global Trade Services (GTS), where all shipment details were manually entered. For each item in the shipment, the following data had to be inputted:
• Tariff Code (11 characters) (EU Customs Tariff - TARIC)
• Country of Origin
• Country of Departure
• Date
• Gross Weight
• Net Weight
• Price
Additionally, they checked for special regulations using the EZT-Online portal, ensuring compliance with any country-specific trade rules or required documentation.
- Submission to Customs: After all data was verified and entered, the import declaration was sent via SAP to the German Customs Department through the ATLAS API, a process reserved for certified companies.
This whole workflow was not scalable and hindered the company’s ability to process shipments efficiently. They needed an automated solution that could handle complex data extraction, perform accuracy checks, and integrate seamlessly with their existing SAP GTS system.
The Solution: Automating SAP GTS Data Entry with AskUI Development Kit
To overcome these challenges, the freight forwarder implemented an automation solution using the AskUI Development Kit. The key components of the solution included:
• UI Automation of SAP GTS: Utilizing AskUI’s advanced UI automation capabilities, they automated data entry into SAP GTS. The automation mimicked human interactions with the SAP interface, ensuring compatibility and reducing the risk of integration issues.
• Automated Data Extraction: The solution automatically extracted necessary information from supplier emails, including BOLs and Waybills from international documents. This eliminated manual data extraction and reduced errors associated with manual processing. This documents provided had information written in over ten different languages (Chinese, English and German included)
• Plausibility Checks and Compliance Verification: Automated plausibility checks were implemented to verify the consistency of shipper names, dates, and other critical details. The system also integrated with the EZT-Online portal to check for any special regulations or documentation requirements based on the shipment’s specifics.
• Seamless Customs Submission: The automated process prepared and submitted the import declarations via SAP to the German Customs Department through the ATLAS API, maintaining compliance with all regulatory requirements.
Impact: Enhanced Efficiency and Compliance
• Automated 98% of Import Declarations: The company achieved a 98% automation rate in processing import customs declarations, drastically reducing manual workload.
• Reduced Processing Time: Automation significantly decreased the time required to process each shipment, accelerating the overall supply chain.
• Improved Accuracy: The risk of human error was minimized, enhancing data accuracy and ensuring compliance with customs regulations.
• Resource Optimization: Employees were freed from repetitive tasks and could focus on more strategic activities, such as exception handling and customer service.
