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CTOREC Business Rules

User Data Dictionary

Data Dependencies

  1. CTO Receival (CTOREC) Notices must be electronically reported.
  2. A CTOREC may contain a maximum of 999 lines per transaction.
  3. EDI generated CTOREC messages must quote a unique Sender Reference. The ICS will use this number and the associated version number to ensure duplicate messages are not processed.
  4. The version number for an Original (9) message must be set at 1 or greater.
  5. Amendment, Replacement or Withdrawal of a CTOREC is restricted to the reporting party.
  6. Replacement CTOREC messages require full data replacement, but with the message function code set to 5 (Replace).
  7. Each Amendment, Replacement or Withdrawal CTOREC message will be considered to be a new version of the message. For each version of a message the version number must be unique and increment upwards, to facilitate ICS processing.
  8. Up to 998 Amendment, Replacement and Withdrawal CTORECs can be submitted.
  9. Amendments, Replacements or Withdrawals for which no original exist will be rejected by the ICS.
  10. When an Amendment, Replacement or Withdrawal is received the ICS will compare the Sender Reference and Sender Reference version number with the most recent version of the report which is stored in the ICS. Where the Sender Reference version number is not greater than the existing report the ICS will reject the change and send a CUSRES notifying of the rejection, and the latest Sender Reference version number stored by the Department.
  11. A CTOREC cannot be amended or withdrawn if it has already been withdrawn.
  12. A CTOREC cannot be withdrawn if any line in the notice has a status of "Hold for Customs"
  13. A line on a CTO receival cannot be replaced or deleted if it has a "Hold for Customs" status.
  14. The ICS will always accept and process Amendment, Replacement or Withdrawal messages where the Sender Reference version number is greater than the existing stored report.
  15. Receipt of a CTOREC will generate a CONTRL response message, notifying CCF acceptance or rejection.
  16. Before the CTOREC message is processed at the application level:
    1. All non-significant leading and trailing blanks will be stripped;
    2. Multiple spaces will be compressed.
  17. On completion of ICS processing the Department will return a CUSRES message to indicate ICS acceptance, rejection or error conditions, this status will be returned at line level.
  18. All country references are to be stated as a valid two (2) character UN Country Code.
  19. Cargo Terminal Operators are required to report receival of export cargo to the Department, within three (3) hours of receipt of the cargo at the CTO.
  20. The CTO Establishment id is used to identify whether the consignment is to be exported by air, or by sea.
  21. The proposed date of departure is only reported for air cargo consignments.
  22. Where known the vessel id, voyage number and carrier party id are to be reported for sea cargo consignments:
    1. A Customs status of "Load" will not be provided until these details are provided for each line.
  23. Vessel IDs are to be reported as Lloyd's numbers. Where the vessel does not have a Lloyd's number the Customs ship number is to be used.
  24. The carrier party is to be reported as an ABN. Where the carrier does not have an ABN the Customs Client Identifier (CCID) is to be used.
  25. A CTOREC may be used to report the movement of up to 999 lines of cargo into a CTO premise.
    1. CTOREC line numbers need not be contiguous, or sequential, however duplicate line numbers will result in rejection of that CTOREC message:
    2. Valid line numbers for a CTOREC are 1 to 9999;
    3. Deleted line numbers need not be re-used to keep the total number of lines at or below 999;
    4. The Department will identify line data by the line number reported to the Department in the CTOREC message.
  26. Each line of a CTOREC must have:
    1. one container, one break bulk shipment, or one air way-bill; reporting
    2. one Customs Authority Number (CAN) or one Exempt line code.
    3. A CAN may be an Export Declaration Number, a Consolidation Reference Number, a Transshipment Number or an ACEAN.
  27. A CAN may be reported against multiple lines of multiple CTOREC messages:
    1. CRNs, ACEANs, transshipment numbers and Underbond EDNs may only be reported to a single CTO.
  28. The Exempt codes EXPE (personal effects) and EXLV (Goods under A$2000) require the reporting of the goods owner party id and or owner name, goods description and country of destination only.
  29. Line action codes are not required for Original or Replacement messages.
  30. Where a Withdrawal CTOREC message is sent, all header information is to be reported, as line level information is not required for deletion.
    1. The withdrawal message is to quote a new version number for the CTOREC to be withdrawn.
    2. The message function code is to be set to 50 (Withdraw).
  31. To amend a CTOREC the following data items are required:
    1. Full header details;
    2. The line number of any line/s to be inserted, amended or deleted;
    3. A line action code for each line/s to be inserted, amended or deleted;
    4. Full line details for each line/s to be inserted or amended.
  32. Any attempt to insert a line that already exists, or to amend or delete a line that does not exist will result in rejection of the amending message.
  33. To Delete a line reported on a CTOREC the line number and line action code are the only line level information required.
  34. Deletion of a CTOREC line should only be undertaken for lines that were mistakenly reported to the Department .
  35. On Deletion of a line the goods previously reported in that line are no longer seen as residing at the CTO.
  36. When the ICS is unavailable a contingency exemption code will be required. A client wishing to export goods cannot submit an Export Declaration (EXD). Instead, they must obtain a contingency CAN from the Department .
  37. If a consignment has been received at a CTO, once the system has been recovered the contingency exemption code and contingency CAN will be quoted on a CTO Receival Notice (CTOREC)
  38. The format for the Contingency CAN is an14, this will be the only validation for the Contingency CAN.

    39. CTOREC (CTO Receival Notice) - Data Dependencies.

    Header Details

    Data ElementUsageConditions
    Header
    Transaction TypeMandatory
    Sender Reference Mandatory
    Sender Reference VersionMandatory
    Reporting Party IdMandatory
    CTO Establishment IdMandatory
    Mode of Transport Mandatory
    Lines
    Line NumberMandatory
    Line Action CodeConditionalConditional on 'Transaction Type'.
    • Mandatory when Transaction Type is 4 (Change).
    Cargo Id Type
    		Mandatory
    Cargo IdMandatory
    Export Declaration Exemption CodeConditionalConditional on 'Customs Authority Number'.
    • Mandatory when 'Customs Authority Number' is not supplied.
    Customs Authority NumberConditionalConditional on 'Export Declaration Exemption Code'
    • Mandatory when Exempt Code is not supplied.
    Carrier Party Id Conditional 1 Conditional on 'Mode of Transport'.
    • Mandatory when Mode of Transport is Sea.
    • Must not be supplied if Mode of Transport is Air.
    Proposed Date of DepartureConditionalConditional on 'Mode of Transport'.
    • Mandatory when Mode of Transport is Air.
    Offload IndicatorOptional
    Vessel Id Conditional 1 Conditional on 'Mode of Transport'.
    • Mandatory when Mode of Transport is Sea
    Voyage NumberConditional 1 Conditional on 'Mode of Transport'.
    • Mandatory when Mode of Transport is Sea.
    Goods Owner Party IdConditionalConditional on 'Export Declaration Exemption Code' and 'Owner Name'
    • Mandatory when Owner Name is not provided and Exempt Code is EXPE or EXLV.
    Owner NameConditionalConditional on 'Export Declaration Exemption Code' and 'Goods Owner Party Id'
    • Mandatory when Goods Owner Party Id is not provided and Exempt Code is EXPE or EXLV.
    Goods DescriptionConditionalConditional on 'Export Declaration Exemption Code'
    • Mandatory when Exempt Code is EXPE or EXLV.
    Country of DestinationConditionalConditional on 'Export Declaration Exemption Code'
    • Mandatory when Exempt Code is EXPE or EXLV and Mode of Transport is Air.
    Air WaybillConditionalConditional on 'Mode of Transport'.
    • Mandatory when Mode of Transport is Air
    Container NumberConditionalConditional on 'Mode of Transport' and 'Non Containerised Identifier'.
    • Mandatory when Non Containerised Id is not provided & Mode of Transport is Sea.
    Non Containerised IdentifierConditional Conditional on 'Mode of Transport' and 'Container Number'.
    • Mandatory when Container Number is not provided & Mode of Transport is Sea.

    [1] If this data element is not provided then the message will not be rejected (provided this is not the only error) but a Load status will not be given.

    V1.5 15 JUN 2004