R&SS Brexit Changes

R&SS Brexit Changes

Carrier Updates

Please read the sections relevant to the delivery carriers that you currently use as this will point out any steps you need to take to ensure you are ready to ship orders to Europe.


Intersoft

If you currently use any services that run through Intersoft/royal mail, then you will need to follow the steps below to ensure your orders have all relevant fields filled out when shipping to EU countries.

To ensure you are compliant, you will need to ensure that you have the following 4 fields filled in:

- Commodity Code
- Commodity Description
- Item Quantity and Item Country of Origin
- EORI number.

The item quantity will already be filled out.

The commodity code and description should also be filled out as these come from the department. However, prior to Brexit taking effect, we suggest that you go through all departments which can be accessed in the back office through file maintenance -> department / sub department maintenance and ensure a commodity code and description is set against each department. The code and description will most likely be different for every department, therefore advise that you consult the "Example of Commodity Codes" manual in our Knowledge base.

You may also need to check that the country of origin field is setup. In order to ensure that every product has this field set, we have a created a new import/export program that will allow you to export your entire stock file, amend the country of origin then import the amended stock file to update the country of origin field. A full guide on the new program can be found in the Updating Country of Origin Section of this document.

Finally, you will also need to update the EORI number field so that it appears on the dockets. To do this you will need to follow the steps outlined in the Adding an EORI number section of this documentation.

DHL

As with Intersoft, to make sure your DHL parcels are ready for new Brexit rules, you will need to ensure that the Commodity Code, Commodity Description, Item Quantity and Item Country of Origin and EORI number are filled in. for the Country of Origin and EORI number please follow the steps outlined below in the Updating Country of Origin and Adding an EORI number sections of this document.

Your commodity codes and descriptions may also need to be filled out however these come from the department. Although these may already be mostly setup, we suggest that prior to Brexit taking effect you go through all departments, which can be accessed in the back office through file maintenance -> department / sub department maintenance, ensuring a commodity code and description is set against each department. The code and description will be the same for every department therefore you can copy from one department and paste the details into every department missing a code or description. It is also important to ensure that there is not a different commodity code or description against the sub department as this will overwrite what is set against the department, therefore we also suggest going into each sub department and ensuring that the commodity code and description field are blank.

DPD

Similar to Intersoft, to ensure that your DPD Parcel are compliant with the new Brexit rules please ensure that the Commodity Code, Commodity Description, Item Quantity and Item Country of Origin and EORI number are filled in. for the Country of Origin and EORI number please follow the steps outlined below in the Updating Country of Origin and Adding an EORI number sections of this document.

Your commodity codes and descriptions may also need to be filled out however these come from the department. Although these may already be mostly setup, we suggest that prior to Brexit taking effect you go through all departments, which can be accessed in the back office through file maintenance -> department / sub department maintenance, ensuring a commodity code and description is set against each department. The code and description will be the same for every department therefore you can copy from one department and paste the details into every department missing a code or description. It is also important to ensure that there is not a different commodity code or description against the sub department as this will overwrite what is set against the department, therefore we also suggest going into each sub department and ensuring that the commodity code and description field are blank.

ITD (Scurri)

If you are running Scurri as your chosen Carrier, the only fields you need to ensure that are filled out, that will not already be done by default, is the Commodity Code and Description.

To do this you will need to go through all departments, which can be accessed in the back office through file maintenance -> department / sub department maintenance, ensuring a commodity code and description is set against each department. The code and description will be the same for every department therefore you can copy from one department and paste the details into every department missing a code or description. It is also important to ensure that there is not a different commodity code or description against the sub department as this will overwrite what is set against the department, therefore we also suggest going into each sub department and ensuring that the commodity code and description field are blank.

Agile

If you are using Agile as your chosen Carrier please follow the steps under the Intersoft section as this will provide you with all the information you should need to be setup and ready to trade after Brexit.

Updating Country of origin

To Set yourself up ready for the changes that Brexit will bring you will now find a new program in your back office under the Stock Menu, this program is called Product Amendment Export/Import for Customs. This program will allow you to export a full stock file, ensure that the fields that are needed for you relevant carrier are filled in and then import the updated file back into the system, giving a quick and easy way to ensure all your products are ready for Brexit.

When you first go into the program you will be given 2 options Export or Import and Update.



The first step is to export the products you want to change. We would suggest exporting a small department the first time you run this to ensure there are no problems. However, once you have done 1 small department, we would recommend running off all products so that you can ensure that all products are updated. To get your file, select the Export option and choose the department you want to run the export for. If you are running this for ALL products, then ensure the department drop down is set to "ALL".



Once you have chosen the department, click the "export" button and this will produce you an excel spreadsheet similar to the below.



Please ensure that the follow actions are followed to ensure that the file imports successfully:

1) No new columns can be added to the file
2) Any column currently in the report can be removed
3) Only information in the Country of Origin, Net Weight, Gross Weight and Commodity Code fields will be updated when you import the file.
4) The file MUST be saved as a CSV.

Please Note: the Country of Origin field needs to be the 2 or 3 Letter country code which can be found in the countries program under file maintenance -> countries.

Once you have updated all the relevant information, save the file and then the next step is to import the file back into the R&SS system. To do this go back into the Product Amendment Export/Import for Customs program and this time select the Import and Update option.



You will then need to select the file you have saved and click "Import and Update". To confirm the file has imported successfully you will be prompted with a green message stating how many products have been processed successfully.



Adding an EORI number

To add the EORI number to the system, this can be done in 1 of 2 places, updating either will update both locations.

You can update this in the “docket address” tab of the system configuration program.



or update it in the company maintenance program, both can be found under the "file maintenance" menu.



Output

Having setup your EORI number, this will now show on all customer dockets, new or reprints, at the top of the docket with all over company address details.


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