United Nations Network of Experts for Paperless Trade and
Transport in Asia and the Pacific
Data Harmonization
for Single Window Environment
Module 4 Part 1
Introduction into Standards and Concepts
for Electronic Trade Documents
Introduction into UNLK, UNTDED and Core Component
Subregional Capacity Building Workshop on Data Harmonization for Trade Facilitation
6 – 7 December 2018Kemerovo, Russian Federation
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Objectives of Module 4
To provide an overview of the key standards for
trade documents in paper and electronic format.
To introduce important standards for simplification
of paper based trade documents and the data
model used for design of electronic trade
documents.
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Topics
United Nations Layout Key (UNLK)
United Nations Trade Data Element Directory
(UNTDED)
Data Models for Electronic Trade documents
◼ CCTS (Core Components Technical Specification)
World Customs Organization (WCO) Data Model
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Why Global Standards?
Since modern global trade…
takes place in a multi-lingual environment
touches different legislation of different countries/
regions
involves various and independent parties
uses complex & redundant trade documents (both in
paper & electronic formats) for information exchange
Simplification and Standardization of Trade Documents
automation of trade documents and procedures
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Key Standards for Trade Documents
United Nations Layout Key (UNLK)
United Nations Trade Data Element Directory
(UNTDED, ISO 7372)
Data Model for Electronic Trade Documents
World Custom Organisation (WCO) Data Model
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UN/CEFACT: export process average: 27 parties involved,
40+ documents, 300+ copies to manage export processes
UNCTAD: 5 Bio Trade and Transport documents are issued
annually
Total US international trade documentation annually
consumes more than one billion man hours, equal to 600
thousand work years
Australia: 22 Agencies collect the name of the exporter on 118
different forms
..described in 61 different ways
Large document volume in global trade
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Many Trade Documents
Enquiry
Despatch advice
Payment order
Forwarding instructions
Goods receipt
Rail consignment note
TIR carnet
UN/EDIFACT DE 1001 has 700 codes for trade
documents
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History: A global standard for trade documents…
Until the 1960’s, no standardisation in terms of design, content or layout to trade documents. There was a clear need for a global solution
1960s: UNECE examines the possibility of reducing, simplifying and standardizing external trade documents
1963: International model form adopted as a Layout Key
1960’s and 70s: UNECE Layout Key introduced by many international organisations and countries worldwide through the work of UNECE, UNCTAD and other organisations
1978: UNLK Recommendation had gained worldwide acceptance and was re-named as the United Nations Layout Key for Trade Documents
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Why UNLK?
The lead standard & key instrument for simplification
of trade documents
The UN Layout Key comprises:
1. Standard Layout Key to render information
2. Rules for modification of the standard Layout Key
3. Standards for coded data entries
4. Standard for the semantic of datat (UNTDED)
5. A concept to create aligned sets of trade documents
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Principles of UNLK
Essential principles providing a basis for development of electronic document
specification are:
Box Design Principle
◼ To group data into boxes, as a means of rationalizing trade forms
◼ Related information always appears in the same place/in a form.
◼ Each box has a box heading (indicating nature of data) and data field.
Reusability of data
◼ Master Form – equivalent concept to a data model, containing
identical information with the same data structure and semantic
presentation required in different trade documents.
◼ “one-run system” –to produce the whole set of documents for
trade transaction in a single instance by filling all relevant data in
a Master Form .
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Example of Box Design Principle
from FIATA Forwarding Instructions FFI
Box Heading/
Field Heading
Box
Data Field
Consignor (Exporter)
Consignee
Notify or delivery address
Transport details
Shipping marks; Container No.
Number & kind of packages; Goods
description
Date, Reference No, etc.
Buyer (if other than consignee)or other address
Country whence consigned
Country of origin
Country of destination
Place and date of issue; Authentication
Commodity No.
Gross weight
Cube
Net quantity
Value
More particular needs in individual applications
Terms of delivery and payment
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Layout Key for
Trade Documents
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Layout Key for Trade Documents
UNLK: four simple rules for alignment of a trade document
▪ Data elements specified in the LK should be placed in
the corresponding place
▪ Data elements not specified in the LK are placed in the
free disposal area
▪ Data elements not required can be omitted. The gained
space is for free disposal.
▪ Boxes can be further sub-divided to further specify
information.
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Box Completion GuidesExample: The Sea Waybill form with boxes numbered
Box Completion Guidelines for Box 01 (Consignor) and Box 02a (Consignor’s reference)
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Importance of codes for trade data exchange
Codes:
Are Language independent
Avoid costly errors and misunderstandings
Unique ➔ step towards automation
Maintenance is outsourced
Worldwide usage: by WCO, IATA, FIATA, UPU,
UN/EDIFACT, UNLK etc.
Use of coded data entries
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Did you say Paris?
There are five locations in the world called “Paris”
US IL PRP Paris
US KY PZT Paris
US TN PHT Paris
US TX PRX Paris
CA ON PAO Paris
FR 75 PAR Paris
The Paris in Canada is identified by CAPAO, the Paris in
France by FRPAR
…just tray to send a container to Paris in Canada
without a LOCODE
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UN/CEFACT has recommendations on the use of
Codes in trade documents
Country, Currency, Location, Units of Measurement,
Representation of Date and Time, Trade and
Transport Status, Means of Transport, Transport
Mode,, ..
WCO recommend the use of these codes in the
Customs domain
Use of coded data entries
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Rec:19
Mode of TransportRec:16
UN/LocodeISO Country
Code
Rec: 17
Payment
Terms
Rec:9
Currency Code
Rec:20 Units of
Measurement
Rec: 28
Means of
Transport
Commodity
Code
Rec: 21
Package Codes
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There is a need to provide commonly accepted
definitions for data elements in a Form
UNLK recommends the use of UNTDED to define
semantic of information in trade documents.
The meaning of data..
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United Nations Trade Data Element Directory
(UNTDED, ISO 7372)
An internationally accepted standard repository for the
semantic of trade data elements used in international trade
A method to describe information requirements from
business perspective (a non-technical description of trade
information).
The definition is syntax-neutral and provides the basis for
a later automation of document for paperless trade.
Defining the data content in terms of the UNTDED makes
different trade documents become directly comparable,
which helps identify duplication and reduce the number of
documents to the strict minimum.
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How does UNTDED work? Each UNTDED element consists of a
data element tag in the form of a
four-digit number, a name (informative)
and a description (definition).
The data element may have a reference
to a UN-recommended code list.
For document alignment, it is
recommended to use the tag, the
dictionary’s old name or the business
term and the description of the ISO
7372:2005 release when defining the
Box Completion Guideline.
The format of the UNTDED Revision
2005 (ISO 7372:2005) contains
additional fields such as dictionary entry
name for core component libraries so as
to integrate the requirements of
electronic business and paperless trade.
Grouping used in the Trade Data Element Directory (TDED)
Group 1: (0001-1699) Documentation, references
Group 2: (2000-2699) Dates, times, periods of time
Group 3: (3000-3699) Parties, addresses, places, countries
Group 4: (4000-4699) Clauses, conditions, terms, instructions
Group 5: (5000-5699) Amounts, charges, percentages
Group 6: (6000-6699) Measures, identifiers, quantities (other
than monetary)
Group 7: (7000-7699) Goods and articles: descriptions and
identifiers
Group 8: (8000-8699) Transport modes, means, and equipments
Group 9: (9000-9799) Other data elements (Customs, etc.)
TDED 3404 Person name Family name and given names of an individual.
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Trade Data Element Directory (TDED)
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Box Completion GuidesExample: The Sea Waybill form with boxes numbered
Box Completion Guidelines for Box 01 (Consignor) and Box 02a (Consignor’s reference)
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Definition of TDED element 1140 and 3336 in UNTDED, ISO 7372:2005
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How does UNLK work?
Commercial Transaction
Document Family(Quotation, Order, Invoice, etc.)
Payment Document Family(Letter of Credit, Documentary
Credit, etc.)
Transport & Related
Services Document Family
(Bill of Lading, Cargo Manifest,
Insurance Contract, etc.)
Official Controls Document
Family(Goods Declarations, Export/Import
Licenses, Certificate of Origin, etc.)
UNLK Document Families Process UNLK Document Family
Buy Commercial Transaction
Ship
Transport and
Related Services
Forwarding and Cargo
Handling
Transport
Insurance
Official Controls
Pay Payment
Document Categorization and Use
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1. Commercial procedures
2. Transport procedures
3. Regulatory procedures
4. Financial proceduresEnquiry, Offer/Quotation, Order,
Acknowledgement of Order,
Despatch Advice…
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The common definition of data in an aligned form using UNTDED
allows the exchange of data between documents
(70% of all information in trade documents is shared)
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Conclusion
Simplifying and standardizing trade documents based on international standards allow for an automation of trade documents and procedures.
Forms for international trade documents shall be aligned to the UNLK - the lead standard for simplification of paper based trade documents.
With its clear and unambiguous meaning of information, UNTDED definitions shall be used for describing the semantic of information in trade documents.
Data models based on UN/CEFACT CCTS maximize the reuse of business information to enhance information interoperability and data interchange across organizational borders and industries
WCO Data Model is developed as one single data interchange standard to enable one single data submission and data reuse in many different business processes. It is used for the design of electronic trade documents.