ups import clearance alert · the import clearance alert (ica) system is timely and convenient way...
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Import Clearance Alert Documentation Page 2
Table of Contents
Introduction 3
Log In - Website Access 4 - 5
- New User (Firm) 4
- Password Reset by ICA 5
Reports 6 - 13
- Find Shipment 6
o Search for Shipments 6
o Unprocessed Shipments 7
o Query Results 7
o Access Shipment Documents 8
o New Shipment Documentation 9
o Shipment Information Form 9
o Contact UPS shipment (Import Port) 10
o Reject Shipment 11
o Shipment History 11
o Processing Shipments (Broker of Choice OnSite shipments) 12
o Cart 12
- Shipment Tracking Report (FTP transmissions) 13
Contact Information 13 - 15
- Your Information 14
- Firm Information 14
- Update FTP Preference 15
My Contracts 16
- Match (Add) Contracts 16
- My Contracts 16
Broker Administration 17 - 18
- Add Accounts (Users) 17
o Edit Contact Information 17
- Manage Accounts (Users) 18 - 19
o Update Account (Users) 18
o Revoke Account Authority (Users) 19
- Technical Assistance 19
Import Clearance Alert Documentation Page 3
Introduction
The Import Clearance Alert (ICA) system is timely and convenient way for Licensed
Customs Brokers to access their shipment documentation required for Customs
clearance for UPS Broker of Choicesm or UPS FTZ Facilitatorsm Shipments. Broker of
Choice and FTZ Facilitator are contractual services between the importer and UPS.
Importer designates the customs broker or FTZ operator to receive in bond or clear
UPS international small package shipments. The authorized customs broker can
access shipment documentation required for Customs clearance from the ICA
website located at: https://www.ups.com/import.
This User Guide will show you, the customs broker how to register, access
documentation and communicate to UPS using the UPS ICA web site.
The ICA has two levels of rights, Administrative & User.
Administrative Rights can create and delete Users and assign Users to specific UPS
ports for customs clearance and reset “User” passwords. Both the Administrator and
the User can search (find) for shipments, view / print shipment documents such as
commercial invoices and other documents necessary for customs clearance. Only
Administrator can add Importers to their firm (My Contract). Administrative rights
will be assigned to first person to register their brokerage firm at the ICA web site.
Administrator User
Manage Accounts (Firm Users) b
Add Accounts (Firm Users) bFind Shipments b b
Shipment Tracking Report (FTP tracking) b bUpdate FTP Preference b
Update Your Information b bUpdate Firm Information b
Match Contract bMy Contract b
Broker Administration
Reports
Contact Information
My Contract
The ICA web site is available in multiple languages. The ICA system has been
designed to work with Internet Explorer v. 5.0 or later along with Acrobat Reader
v. 5.01 or later.
Import Clearance Alert Documentation Page 4
Log In - Website Access
The ICA web site address is https://www.ups.com/import. Please contact your
company’s Administrator for User ID & Password. The site is secured and requires a
User ID and password for access. Brokers or FTZ operators will only be allowed to
view images and data for shipments from importer that are linked to their accounts.
If your company has not registered in ICA, Please select Sign Up Here which is next
to New User.
The Administrator from your brokerage firm is responsible for User ID and Password
•If your firm does not have an Administrator, then your firm must register through the Sign Up process.
•A contract ID will be required.•Administrative rights for the brokerage firm will be given to the user completing the sign up process
ICA can reset password if the user has an active ID.
The Administrator from your brokerage firm is responsible for User ID and Password
•If your firm does not have an Administrator, then your firm must register through the Sign Up process.
•A contract ID will be required.•Administrative rights for the brokerage firm will be given to the user completing the sign up process
ICA can reset password if the user has an active ID.
• Create the User ID & Password. • The first five (5) letters of the brokerage firm should be the first five (5) letters of User ID.
• The User ID and the Password must be at least six (6) characters and no greater than 12.
Your Importer shall provide their UPS Account # and a ten (10) digit Contract ID.
• Create the User ID & Password. • The first five (5) letters of the brokerage firm should be the first five (5) letters of User ID.
• The User ID and the Password must be at least six (6) characters and no greater than 12.
Your Importer shall provide their UPS Account # and a ten (10) digit Contract ID.
Import Clearance Alert Documentation Page 5
Remember, administrative rights will be assigned to the first person from your
brokerage firm completing the Sign Up process at the ICA web site.
The importer requesting your service must provide you with their six (6) digit UPS
account # and a ten (10) digit Contract ID in order to register your brokerage firm.
The first five (5) letters of your Company should be the first five (5) characters of
the User ID. The User ID and the Password must be at least six (6) characters and
no greater than 12. If the name is less than five (5) letters, please use spaces or
dashes to fill up the first five (5) characters.
Password Reset
ICA can reset the password if the brokerage firm Administrator is not available. The
User must enter their User ID and the email address they entered in their Contact
information or the email address receiving shipment notifications. The new password
will be sent within minutes to the key entered email address.
Once ICA validates User ID & email, a new password will be created and sent to the email entered. The user can either enter the email that is stored in the Contact Information or the email receiving notifications
ICA will send a new password to the email entered upon successful validation.
Once ICA validates User ID & email, a new password will be created and sent to the email entered. The user can either enter the email that is stored in the Contact Information or the email receiving notifications
ICA will send a new password to the email entered upon successful validation.
Import Clearance Alert Documentation Page 6
Reports
Find Shipment
Brokerage and FTZ operators can find shipments. Shipments can be searched by
Port, UPS Shipment #, and within a date range. Shipment status is only applicable to
Canada low value shipments. Results can be grouped by Import Date, Shipment #
and Importer.
Search Criteria
UPS Port of Entry
UPS Shipment Number
Not Applicable – Only for Canada Use
•Access Calendar by selecting
•Use Calendar to select range of Dates.
•The maximum range of dates is seven (7) days
•The query must be within 90 days.
Only applicable for Low value Canada shipments
Search Criteria
UPS Port of Entry
UPS Shipment Number
Not Applicable – Only for Canada Use
•Access Calendar by selecting
•Use Calendar to select range of Dates.
•The maximum range of dates is seven (7) days
•The query must be within 90 days.
Only applicable for Low value Canada shipments
Import Clearance Alert Documentation Page 7
View Unprocessed Shipments
The View Unprocessed Shipment screen will appear when there are unprocessed
shipments outside the date range specified in the Find Shipment query. If you
select , then you will view only unprocessed shipments unprocessed that do not
meet the criteria established in the Find Shipment query. If you select , then all
shipments that meet the Find Shipment criteria will be displayed
Query Results
Below is an example of the results from a Find Shipment query.
Select NO will only show shipments that meet the Find Shipment criteria
Select Yes will only show Unprocessed shipments outside the Find Shipmentcriteria
Select NO will only show shipments that meet the Find Shipment criteria
Select Yes will only show Unprocessed shipments outside the Find Shipmentcriteria
Import Clearance Alert Documentation Page 8
Access Shipment Documents
Shipment documents can be accessed at the document level as well as the Find
Shipment results level.
Click on to view individual documents at the shipment level. All shipment
documents imaged by UPS will be displayed. Click on View/Print to view and print
imaged shipment documents. Click on to minimize the detail.
Click on Cart if you want to save documents to be viewed and / or printed later.
Please note you can use the Cart functionality at document level 1, Shipment level
2, and at the shipment query level 3. Please review Cart section to learn more
about the functionality
Click on the to gain access to documents imaged by UPS
Date/Time when documents became available
View/Print This is helpful when accessing a specific document.
Add All Shipments To Cart•Saves all images from shipment query results to be viewed / printed later.
•This saves time by eliminating the need to select each shipment to add documents to Cart
Save document for later processing at document level Cartor shipment level Add All
1
2
3
Click on the to gain access to documents imaged by UPS
Date/Time when documents became available
View/Print This is helpful when accessing a specific document.
Add All Shipments To Cart•Saves all images from shipment query results to be viewed / printed later.
•This saves time by eliminating the need to select each shipment to add documents to Cart
Save document for later processing at document level Cartor shipment level Add All
1
2
3
Import Clearance Alert Documentation Page 9
New Documents
The shipment will be highlighted in Yellow when documents have been imaged after
the shipment was matched to your brokerage firm. Quite often the Shipment
information form was created or the notations have been made to original
documents and they have been imaged.
Shipment Information Form
The UPS Shipment Information Form summarizes the shipment information captured
by UPS. This is one type of document available for every shipment. Availability of
aircraft information will vary by country.
Shipment Information Form
US only US only
US only
US only
US only
US only
US only
Shipment Information Form
US only US only
US only
US only
US only
US only
US only
Shipments will be highlighted in Yellow if new documents become available
Shipments will be highlighted in Yellow if new documents become available
Import Clearance Alert Documentation Page 10
Contact UPS (Import Port)
Clicking on the Import Port will provide local UPS email and phone contact
information.
Import Clearance Alert Documentation Page 11
Reject Shipment
Clicking on alerts UPS that you are rejecting the shipment. Please clearly state
the reason for rejection. For example, please state which documents are missing or
incomplete.
Shipment History
Click on to view activity on a shipment. Shipment History displays all documented
activities associated with a shipment and the user who completed the activity.
Clearly state the reason for rejecting the shipment
Reject shipment will notify UPS that shipment has been rejected and the shipment will not be available to you
Select Cancel will retain the shipment for processing
Clearly state the reason for rejecting the shipment
Reject shipment will notify UPS that shipment has been rejected and the shipment will not be available to you
Select Cancel will retain the shipment for processing
Import Clearance Alert Documentation Page 12
Processing Shipments (Broker of Choice OnSite Shipments Only)
Processing Broker of Choice OnSite shipments alerts UPS that shipment(s) were
presented by you to Customs for clearance. Once UPS receives proof of Customs
clearance, either from Customs or you, UPS will complete delivery to the Consignee.
Cart
Image shipment documents can be store in the Cart for later process. The Cart
allows you to view and print documents from different shipment all at one location.
Process Date will appear on Shipment Query ResultsProcess Date will appear on Shipment Query Results
Import Clearance Alert Documentation Page 13
You can also download items and you have the ability to
delete individual or all Cart items.
Shipment Tracking Report
The Shipment Tracking Report is used to view data on FTP transfers from UPS to your brokerage Firm. Data will only be available if the firm is using the FTP functionality to obtain their images.
Contact Information
Contact information is designed for your company to organize their personal
information. Each user can update / maintain their personal information “Update
Your Information”. The Administrator can update their company information in
“Update Firm Information”. This information is only stored on the web site and
does not communicate with other UPS operating systems. At a minimum, each user
should enter their individual company email which would be use for validation if the
user forgets their password when attempting to login.
Search Criteria
FTP Data Output
•Access Calendar by selecting
•Use Calendar to select range of Dates.
•The maximum range of dates is seven (7) days
•The query must be within 90 days.
Search Criteria
FTP Data Output
•Access Calendar by selecting
•Use Calendar to select range of Dates.
•The maximum range of dates is seven (7) days
•The query must be within 90 days.
Import Clearance Alert Documentation Page 14
Update Your Information Screen
Update Firm Information
Only the Administrator will have access to this page.
This is the email receiving shipment notifications. Please contact your Importer if this email should change who has the contract with UPS to communicate changes with brokerage firm email.
Language Selection will change the language used in Broker of Choice or FTZ email notifications.
Saves changes
This is the email receiving shipment notifications. Please contact your Importer if this email should change who has the contract with UPS to communicate changes with brokerage firm email.
Language Selection will change the language used in Broker of Choice or FTZ email notifications.
Saves changes
If “User” forgets their password, they can enter this email into the Reset Passwordscreen and a new password will be sent to this email address.
“User” can change their password.Administrator will be alerted when passwords are changed by the User.
Saves changes
If “User” forgets their password, they can enter this email into the Reset Passwordscreen and a new password will be sent to this email address.
“User” can change their password.Administrator will be alerted when passwords are changed by the User.
If “User” forgets their password, they can enter this email into the Reset Passwordscreen and a new password will be sent to this email address.
“User” can change their password.Administrator will be alerted when passwords are changed by the User.
Saves changes
Import Clearance Alert Documentation Page 15
Update FTP Preference
The Administrator is the only one at the firm that has access to “Update FTP
Preference”. You have the opportunity to change IP through the ICA web site.
You need to assign an IP address for each Importer you clear UPS small package
shipments. Please provide accurate FTP Username and FT Destination Path so
that UPS can set up the IP address. The Public Key information will be sent back
from UPS to be used in setting up a secure FTP transfer. If your firm uses a firewall
a rule must be put in place to allow the secure FTP data transfer.
Enter the IP address for each Importer selected.
This information is needed for UPS to push data to IP address
UPS will provide a Public Key which must be entered into the IP system in order for your IP address to accept UPS transmissions
Enter the IP address for each Importer selected.
This information is needed for UPS to push data to IP address
UPS will provide a Public Key which must be entered into the IP system in order for your IP address to accept UPS transmissions
Import Clearance Alert Documentation Page 16
My Contracts
The Administrator can add contracts (Match) and view contract their firm has with
various importers.
Match Contracts
A contract ID is needed to add another importer to your firm’s view. The importer
shall provide you with a ten (10) digit Contract ID which needs to be entered twice
to ensure accurate key entry.
Please contact the Importer if the Contract ID was not “Matched”.
My Contracts
My Contracts provides a list of all the importers your firm have the right to clear
UPS small package shipments.
Enter the Contract ID provided by your ImporterEnter the Contract ID provided by your Importer
Import Clearance Alert Documentation Page 17
Broker Administration
Add Accounts
As an Administrator, you can add Users and assign Port(s) to the User. We require
the first five (5) digits of the ID is the first five (5) digits of your firm’s name. If the
firm name is less than five (5) letters, please use spaces or dashes to fill up the first
five (5) characters of the User ID. The User ID can’t exceed 12 characters. The
Password must be at least 6 characters and no greater than 12 characters.
Edit Contact Information
The Administrator has the ability to enter User Information. The User can change /
update information once they have successfully logged in.
•An Account ID is also known as User ID.•The first five (5) digits of the User ID must be the company name and can’t exceed 12 characters.
•The Password must be between 6 & 12 characters.
•Once logged in, the User can change their password.
• The Administrator will be alerted when a password is changed. The alert will notcontain the new password
Select Port(s) the User can access
•Select once all ports have been highlighted.
•Once selected the Ports will be displayed
•An Account ID is also known as User ID.•The first five (5) digits of the User ID must be the company name and can’t exceed 12 characters.
•The Password must be between 6 & 12 characters.
•Once logged in, the User can change their password.
• The Administrator will be alerted when a password is changed. The alert will notcontain the new password
Select Port(s) the User can access
•Select once all ports have been highlighted.
•Once selected the Ports will be displayed
Import Clearance Alert Documentation Page 18
Manage Accounts
The Administrator can Update the Account (User) access to Ports and change
Account (User) Password.
The drop down box allows selection of a Account (User)
Change Port(s) access per Account (User)Change Account
(User) Password
The drop down box allows selection of a Account (User)
Change Port(s) access per Account (User)Change Account
(User) Password
Import Clearance Alert Documentation Page 19
Administrator can also Revoke Authority of an Account (User). Once the User’s
authority has been revoked, the Account will not be displayed.
Technical Support
o For US brokers, please contact UPS ISRG at 502-3503599.
o For brokers outside the US, please contact your local UPS Brokerage group.
Select User to Revoke AuthoritySelect User to Revoke Authority
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