Export Document Production
SPEX is an automated export document production and management system. SPEX collates, manipulates and produces all standard export documentation sets for auto distribution via print, fax and email to designated recipients at any number of locations. When integrated with a host (ERP, SCE, etc.) system, SPEX can automatically populate data on export documents as needed, resulting in a streamlined “hands free” document preparation process. Data is entered only once, and documents can be previewed and edited directly (and saved as a TIF image) for specific requirements (i.e. Letter of Credit), without affecting the core database(s). When integrated with the ECS system, mandated denied or restricted party screening checks can be performed on all export shipments. SPEX can also prepare (in printed or electronic format) and electronically transmit Customs reporting for export shipments as required. GUI interface is available for exceptions management, such as rejections by Customs or verification of a restricted party. Document sets include updated language translations for English, Spanish, French, Italian and Dutch.
SPEX is available as a Windows-based, true Client Server application, or as ASP-based system. SPEX is database independent, unlocking the power of your core business system through native or ODBC database support.
Produces hundreds of documents including:
• Invoices: (Commercial, Pro-forma, CARICOM, Invoice V5, Invoice V5L, packing list, etc.)
• Certificates of Origin: ( NAFTA , US , ARAB)
• Movement Certificates: (EUR1, EUR2, ATR1, Beurtvaart)
• Transit Documents: (CMR, CIM)
• Banking Documents: (Documentary Collection, Bills of Exchange, Generic DCL)
• Insurance Certificates
• Dangerous Goods Notes, Hazardous Materials Documentation (IATA/IMO), Bills of Lading and Air Freight Documents, together with Shippers Letter of Instruction and Export Cargo Shipper's Instructions complete the range.
Background Processing
Automatic processing of data interfaced from host system, and for handling requests to perform SPEX internal functions. Features available through background processing include:
• Routines for automatic completion of Customs and Hazardous data collection requirements.
• Automatic loading of export-specific data elements not provided through the host system interface.
• Document printing via LAN, WAN, email, fax, remote, and PDF.
• Auto Distribution routine.
Electronic Customs Reporting
Collates data for required regulatory statistical reporting in printed or electronic format and includes t he facility for electronic reporting to various Customs authorities (e.g. AES, CAED, NES, SAGITTA, NCTS) .
Auto Distribution
Feature provides the facility to store user-configured profiles for the distribution ( print, fax or email) of a document or set of documents to multiple recipients. Each document can be configured independently, such that the Commercial Invoice, for example, could be setup to print 10 copies in-house, and be sent via email to the Consignee, Forwarder and internal staff.
Print Engine
Controls all document production requests, including distribution, from the SPEX system.
• Edit Before Print facility: user has complete control over document appearance and content, with last minute editing prior to printing. Documents can be easily customized easily to meet individual requirements
• Automated Backup/Archive facility: TIF images of documents can be created and saved automatically when printed
Consignee Autoload
Profiles stored against customer delivery locations allow export-specific data that is not available from the host system to be loaded into shipment records. This can be applied automatically or manually as needed.
GUI Interface
For exceptions management, such as validation errors, rejections by Customs or verification of a restricted party.
OPTIONAL Feature - Denied Party Screening
SPEX can be integrated with ECS to perform denied parties checks to ensure shipments are compliant. This can be set up to perform screening at various stages when printing selected documents.
Benefits Include:
Produce & distribute export documents consistently without errors
Increase efficiency of trade operations by streamlining each transaction
Interface with host system to leverage existing data (eliminate duplicate data entry) for automated “hands free” processing
Minimize resources required to produce export documents
Minimize risk of non-compliance (penalties, fines, denial of export privileges, etc.) with integrated export compliance
Produce & distribute shipping documents in multiple formats to multiple parties
File directly with Customs authorities to:
• Save Money - don't pay carrier's fees to file with Customs on your behalf
• Ensure Compliance – accurate Customs reporting submitted on a timely basis, prior to export
• Avoid / Minimize Risks ( penalties, fines, etc.)