Electronic Commerce Unit - Frequently Asked Questions and Troubleshooting

These are some of the most frequently asked questions related to ACROSS that the CBSA's Electronic Commerce Unit (ECU) responds to every day.

To assist with troubleshooting, we are also providing resolutions for common issues frequently faced by our clients. One of our goals is to improve clients' troubleshooting skills for these common issues. This helps to ensure that ECU representatives are available when more complex or urgent issues arise.

Clients are always welcome to contact the ECU should they not be able to resolve a problem on their own.

FAQs

• 1. What is the status of this transaction number/cargo control number (CCN)?
• 2. What does this error code mean?
• 3. Which Harmonized System (HS) codes are subject to other government department (OGD) requirements?
• 4. Do you have a contact number for...?

Troubleshooting

• 5. Request must exist on file - transaction number
• 6. Invalid status of request - transaction number
• 7. Invalid status of request - cargo control number (CCN)
• 8. Duplicate request in history - cargo control number (CCN)
• 9. Various reject messages relating to the Canadian Food Inspection Agency (CFIA)
• 10. OGD group code is not valid for Harmonized System (HS) code
• 11. Electronic Data Interchange (EDI) changes not accepted after arrival
• 12. Review associated elements
• 13. Invalid client ID - cargo control number (CCN)
• 14. Invalid client ID - registration number

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1. Client question: What is the status of this transaction number/cargo control number (CCN)?

Clients can check the status of transactions at any time using the CBSA's Release Notification System (RNS) “Status Query" function. The "Status Query" functionality is an automated tool clients can use to send a query to the system for a specific transaction or CCN. The system will generate various messages to the participant such as:

• CCN not on file
• Transaction number not on file
• Goods released
• Goods required for examination - referred
• Goods may move, detain to destination (CFIA)
• Declaration accepted, awaiting arrival of goods
• Authorized to deliver - CSA shipment
• Declaration accepted, awaiting customs processing

Clients are encouraged to consider obtaining this tool. For more information, refer to the RNS client document found on the CBSA Web site.

2. Client question: What does this error code mean?

A complete list of error codes, including explanations, is available on the CBSA Web site.

3. Client question: Which Harmonized System (HS) codes are subject to other government department (OGD) requirements?

A complete and up-to-date list of HS codes subject to OGD requirements is available on the CBSA Web site.

4. Client question: Do you have a contact number for...?

A list of most-requested telephone numbers associated with Electronic Data Interchange (EDI) participation (i.e. other government departments, National Risk Assessment Centre (NRAC), contacts for penalty waivers) is available on the CBSA Web site.

Troubleshooting

5. Reject Message: "Request must exist on file - transaction number"

There are two possibilities with this error message:

Problem 1: The client is trying to change or cancel a transaction that is not on file with the CBSA.

Resolution: The client should check their system to confirm what has been previously sent and to determine if there were responses from the CBSA regarding this transaction. In some cases, transmission of the transaction might not have been completed; in other cases, the transaction may have been set aside for syntax errors. In either case, for the transaction to be accepted, it must be transmitted as an original.

Problem 2: The client is trying to change a service option (SO) or a business number (BN). The SO and BN are key fields that cannot be changed. The only way to perform a change on a key field is for the client to cancel the transaction and start again.

Resolution: This procedure needs to be handled in two steps. The first step is for the client to send a "cancel" to ACROSS, quoting the transaction number, the BN and the SO that were indicated on the original transaction. The client is required to wait for the system to accept the cancellation. The second step is for the client to resend the transaction as an "original" with the new data.

6. Reject Message: "Invalid status of request - transaction number"

Problem: In most cases, the transaction was previously sent and accepted and the client is trying to send it again as an original. This error code means a transaction exists on file with the CBSA. There may not be a decision on file, but the transaction is in the system nonetheless.

Resolution: The first step would be for the client to double-check their own system to determine whether they have already received a release or a "declaration accepted" message for this transaction from the CBSA.

Should the acceptance message not be found, and if the client has the Release Notification System (RNS) “Status Query” function, the client could transmit a status query quoting that transaction number. The system will respond with information that should confirm whether or not the transaction has been accepted and/or is awaiting a decision by a border services officer.

As a last resort, if the client does not have RNS “Status Query” functionality, the client could call the Electronic Commerce Unit to confirm that the transaction has been accepted.

7. Reject Message: "Invalid status of request – cargo control number (CCN)"

Problem: A CCN already exists in the CBSA's files therefore the CCN is rejected as a duplicate.

Resolution: The first step is for the importer/broker to verify that the CCN was entered correctly on the transaction. If there was an error in the CCN, the importer/broker can resubmit the transaction as a change, quoting the correct CCN.

If it was entered correctly, it is the importer's/broker's responsibility to work with the carrier to determine whether the CCN was actually already used or not. If it was, the carrier would need to supply the importer/broker with a new CCN.

8. Reject Message: "Duplicate request in history - cargo control number (CCN)"

Problem: Similar to the problem described in FAQ-7, the CCN already exists on file but for a transaction that is several months old. In any case, the CCN cannot be reused yet.

Resolution: The first step is for the importer/broker to verify that the CCN was entered correctly on the transaction. If there was an error in the CCN, the importer/broker can resubmit the associated transaction as a change, quoting the correct CCN.

If it was entered correctly, the importer/broker is required to contact the carrier to obtain a new CCN. The importer/broker can then retransmit the transaction as a change and quote the new CCN.

9. Reject Message: Various reject messages relating to the Canadian Food Inspection Agency (CFIA)

Problem: Various

Resolution: In many cases, these are messages containing instructions from the CFIA's National Import Service Centre concerning additional information that is required to process the request. For example, the message could request that documents be faxed or additional information transmitted. Any client with questions about these instructions should call either the National Import Service Centre directly at 1-800-835-4486 or, if the shipment is for clearance in eastern Canada, the Eastern Import Service Centre at 1-877-493-0468.

10. Reject Message: "OGD group code is not valid for HS code"

Problem: Typically, this error occurs when a client is trying to send a transaction using an other government department (OGD) service option and data elements required by the Canada Food Inspection Agency (CFIA), but for goods not requiring CFIA review.

Resolution: A complete and up-to-date list of Harmonized System (HS) codes which are subject to OGD requirements is available on the CBSA Web site.

If the HS code for the goods in the transaction is not on the CFIA portion of this list, then the goods are not subject to OGD requirements. If the goods are subject to the requirements of a different OGD, the client should remove the CFIA references (i.e. the data in the fields required by the CFIA), and resend the transaction as a change. If the goods are not subject to OGD requirements at all, the client should transmit a cancellation then resubmit it as an original using a non-OGD service option.

11. Reject Message: "Electronic Data Interchange (EDI) changes not accepted after arrival"

Problem: The client is trying to send a change notification after the goods, shipment or conveyance has arrived.

Resolution: The client must contact the CBSA office of release directly to discuss how a change can be made to that transaction. Changes are handled by border services officers on a case-by-case basis.

12. Reject Message: "Review associated elements"

Problem: The client has transmitted a service option for goods that are subject to other government department (OGD) requirements, but some of the mandatory fields required for the OGD's review were not completed.

Resolution: A system enhancement was implemented in 2008 that provides the client with the classification number associated with the missing data elements, along with a list of the missing data elements. Clients are to ensure that their coding is up-to-date to handle this reject message in its entirety, as all of the information they require to identify and resolve the issue is provided.

13. Reject Message: "Invalid client ID - cargo control number (CCN)"

Problem: The carrier code is either invalid, expired or is not active yet.

Resolution: The client should check first that the CCN was inputted correctly. If it was, then the client should contact the carrier to advise them that the carrier code has expired or is not valid. It is up to the carrier to reinstate their carrier code and/or assign a new CCN.

More information

14. Reject Message: "Invalid Client ID - registration number"

Problem: The registration number (i.e. business number (BN), importer number) is either invalid, expired, does not exist yet, or is not on file.

Resolution: It is the sender's responsibility to ensure that the BN was inputted correctly and to confirm that the BN is valid.

If the BN is correct but has recently expired, the importer needs to contact the Canada Revenue Agency to have the BN reinstated by either calling 1-800-959-5525 or by using the Business Registration Online service.