Understanding Entry Summary Declaration (ENS) Multiple Filing
- Freya Jane
- Director of Customer's Success
All Economic Operators are required to submit a comprehensive Entry Summary Declaration (ENS) through the Import Control System 2 (ICS2) as part of the EU’s pre-arrival safety and security program.
When submitting the Entry Summary Declaration (ENS), complete and accurate information is crucial to stay away from delays and penalties. But what if you don’t have access to complete information? Are your goods destined for delays? Not necessarily. There’s a solution, i.e., multiple ENS filings.
This blog explains multiple filing, a procedure that allows supply chain participants to work together on partial ENS submissions in situations where a single filing is not feasible.
What is Multiple Filing?
When two or more parties, including importers, freight forwarders, or carriers, submit complementing parts of an ENS, this is known as multiple filing. The ICS2 uses a unique linking key to merge these partial files into a single declaration for customs review.
The parties’ clearly specified contractual agreements are essential to this process. These agreements assign data-sharing responsibilities and make sure that information moves easily and effectively throughout the process. They help avoid misunderstandings, reduce mistakes, and uphold regulatory compliance by setting clear expectations.
Important points to keep in mind are:
- Flexibility: Submissions can be made in any order, and any party (e.g., carrier, forwarder, or importer) may initiate the process.
- Collaboration: Requires contractual agreements between parties to share data and define responsibilities.
- Completion: Once all partial filings are linked, the ENS is considered complete and ready for risk assessment.
When is Multiple Filing Used?
Multiple ENS filing is used when a carrier lacks complete data for a single ENS filing and important data is held by other parties, such as freight forwarders or importers.
In this case, the carrier requires a contractual agreement between parties to share responsibilities and data (e.g., EORI numbers, transport contract details).
The significance of the contractual agreement
These contracts guarantee role clarity and avoid disagreements over inaccurate or missing information.
A well-written contract needs to have the following:
- Protocols for data sharing: Indicate which party supplies what information (e.g., house-level details vs. master-level details).
- Deadlines: Establishes submission deadlines to guarantee adherence to customs regulations.
- Liability provisions: Outlines who is responsible for any mistakes or omissions in the data that was submitted.
- Confidentiality terms: Guarantees the protection of private information exchanged between parties.
These kinds of agreements are essential for upholding supply chain efficiency and confidence while guaranteeing adherence to EU laws.
Roles and Responsibilities
1. Carrier
The carrier submits master-level data from transport documents (e.g., master bill of lading or consignment note). Key responsibilities include:
- Providing their EORI number and the house filer’s EORI number (e.g., freight forwarder or importer).
- Including the master transport document reference (e.g., bill of lading number).
- Meeting deadlines, such as submitting data 24 hours before loading for maritime shipments.
2. House Filer (Freight Forwarder/EU Importer):
A ‘house filer’ is the party responsible for providing detailed information about the goods in a consignment, often a freight forwarder, importer, or another involved party.
The house filer submits house-level data (e.g., house bill of lading) and goods shipment details (e.g., HS codes, buyer/seller information). Responsibilities include:
- Using the carrier’s EORI and transport document reference to link filings.
- Ensuring timely submission to avoid delays.
How to Prepare for Multiple Filing
- Work together early: Make agreements with supply chain partners to define roles, data ownership, and deadlines.
- Data mapping: Determine which party is in possession of particular datasets (for example, the forwarder supplies house-level details, while the carrier provides master-level data).
- Technical preparation: Verify that IT systems are capable of generating and sending ICS2 partial ENS files.
- Training: Inform teams about data validation procedures, timelines, and ICS2 requirements.
Linking partial ENS filings
The ICS2 creates a unique key to link partial filings that is composed of:
- Carrier EORI number: Identifies the primary party responsible for the shipment.
- Master transport document reference: Links all filings to the same consignment.
- House filer EORI number: Identifies the party providing supplementary data.
Example scenario: Goods moving from London to Hamburg
A UK-based carrier transports goods from London (UK) to Hamburg (Germany). The process unfolds as follows:
Carrier submission:
The carrier submits a partial ENS filing containing master-level data. Key details include:
- Carrier EORI
- Master Transport Reference
- House Filer EORI
Submission occurs 24 hours before loading onto the vessel departing from London.
Freight forwarder submission:
The German freight forwarder (house filer) submits a partial ENS filing with house-level data, including:
- House bill of lading details
- Buyer/seller information
- Goods description
ICS2 system linking :
The system links both filings using the unique key :
- Carrier EORI
- Master transport reference
- House filer EORI
A complete ENS is formed, enabling German customs to perform risk assessments and authorise clearance.
Is ENS Multiple Filing Right for you?
Wrapping up
Understanding multiple ENS filing is crucial for the businesses and individuals involved in cross-border trading. It enables different stakeholders to submit a fraction of the information they have, ensuring data accuracy and promoting collaborations among parties.
Manually managing multiple filing could be challenging, but automated solutions like iCustoms can simplify the process using AI technology.
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