• • • • • Standard Documentation • • • • •

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SITPRO and the UN Aligned System

Our prime objective is to facilitate international trade by eliminating red tape, developing the skills of the people involved and encouraging the use of information technology throughout the trading, distribution and payment processes.

The UK, one of the first countries to adopt the United Nations Layout Key for Trade Documents, launched in 1965 a series of official and trade documents which followed the UN recommendations. Since 1965 many other countries have also adopted the system and now aligned documents are widely used, particularly for official purposes. Many companies have also recognised the commercial benefits of using the UN aligned system for their invoicing, transport and payment documents and now use the system as part of their commercial procedures.

Benefits

• EASY TO COMPLETE;
• easy to CHECK; and,
• ERRORS CAN BE VIRTUALLY ELIMINATED.

• official Compliance is simpler;
• commercial activities are more efficient; and,
• COSTS are REDUCED.

Aligned Documents and International Trade

Where we are...

Increasingly, administrations and businesses involved in international trade are turning to aligned documents. Particularly in Europe, since 1988, a number of new official documents have been introduced and most are now aligned. The use of aligned documents has also spread to the Eastern European countries, all of which now use the aligned Customs declaration which we know as the single administrative document (SAD). The wider the use of aligned documents for official purposes, the lower the costs and the simpler it becomes for traders to comply with the requirements - this is one of SITPRO's major objectives. By encouraging the introduction of aligned documents we go some way towards achieving this objective.

We have also designed a whole range of commercial documents. These documents are used by many thousands of traders throughout the world, who are saving (£) millions.

Examples of both official and commercial documents include:

• commercial invoice - a trader's normal aligned invoice
• export cargo shipping instruction (ECSI) - the instruction to the forwarder/agent
• single administrative document (SAD) - the European Customs declaration
• EC certificate of origin - required by some countries as proof of the origin of goods.

Where we would like to be...

It is our objective to ensure that all official documentation in international trade is standardised. This is not to say that the information requirements need be the same, as many countries and departments have different requirements. However, if standard UN aligned documentation is adopted widely the following benefits can be achieved:

• a minimum number of forms covering all parties involved in a journey;
• a reduction in mislaid documents;
• completion and checking times are significantly reduced;
• the migration to EDI (electronic) transfer is simpler;
• the benefits previously mentioned are also applicable.

The Aligned System - in Practice

Types of System

• EXPORTSETS - NCR (self-carbonated paper) formsets which contain the documents necessary - an invoice plus an Export Cargo Shipping Instruction (ECSI) - for the export of non-controlled goods from the UK to the EU and North America.

• PHOTOCOPIER SYSTEMS (The SITPRO Overlay System) - A system which produces documents from a completed Master Document. The completed Master Document contains most of the data necessary to complete the documents in the aligned system. The completed Master is inserted into a plastic folder, an "overlay" of the required document. The overlay effectively "masks" (blocks out) the data which is not required for that particular form. The overlay is then placed into a photocopier which then produces the required document e.g. an invoice or Animal Transport Certificate. This process is repeated using overlays for other documents e.g. an Export Cargo Shipping Instruction, etc. until all the documents necessary for a particular shipment are ready.

• EXPORT DOCUMENTATION SOFTWARE - There are now a number of computer software programmes available which allow for the completion of aligned documents. By far the most popular are PC based systems but mini/mainframe systems are also catered for. Unlike PC systems, these normally involve some degree of customisation. There is an increasing demand for systems integration as companies look to streamline their management information systems. Nowadays documents are normally produced on laser printers.

Introducing Aligned Systems and Documents

Further information on aligned systems and examples of documents is available in the SITPRO publication Top Form 2, or direct from SITPRO.

SITPRO Licensees

Export Trade Connections, Tel: 01327 359100

L T Printing, Tel: 0151 647 8006

Newman White Ltd, Tel: 01225 762337

P & H Export Services Ltd, Tel: 0161 339 0821

A Sample of Documents Currently in the Aligned Series

COMMERCIAL DOCUMENTS

• Commission Credit Note
• Works Order
• Acknowledgement of Order
• Packing List and Continuation
• Collection/Delivery Order
• BANKING AND INSURANCE DOCUMENTS
• Bank Collection Form (BBA)
• Bank Collection Form (BBA plus Bill of Exchange)
• Direct Send Forms
• Model Letter of Credit Presentation Form
• Insurance Certificates

TRANSPORT DOCUMENTS

• Shipping Documents
• Export Cargo Shipping Instructions (ECSI) and Continuation Sheet
• Standard Shipping Note
• Dangerous Goods Note
• IATA Shippers Declaration for Dangerous Goods
• Certificate of Shipment
• Shipping Specification and Continuation Sheet
• Despatch Advice
• Air Consignment Note
• Other Transport Documents
• Bills of Lading and Waybills
• CIM Rail Consignment Note
• CMR Consignment Note

OFFICIAL DOCUMENTS

• Arab British Chamber of Commerce Certificate
• South Africa Declaration of Origin
• EC Certificate of Origin
• EUR 1 (Preference Certificate)
• EUR 2 (Preference Certificate)
• ATR1 (Preference Certificate - Turkey)
• Single Administrative Document (SAD)
• Control T5
• Control T5 BIS
• CAP/SAD and Continuation
• Intra-EU Trade Statistics (INTRASTAT) Form
• European Sales List (VAT 101) and Continuation
• Animal Journey Plan