Improving export data

Export data is important to both government and industry.  Use the information below to assist in supplying correct information.

Export dataCommon mistakes
Sender’s Reference
A unique reference number for the document, assigned by the Reporting Party.
Frequent exporters try to use the same reference number when ICS does not accept a duplicate reference from the same Reporting Party.
Reporting Party / Goods Owner Party Identifier
An Australian Business Number (ABN) or a Customs Client Identifier (CCID) identifies the client lodging the declaration and/or the owner of the goods.
Company ABNs should only be used for company export shipments not personal exports.
Consignee Name
The full name of the person or organisation taking physical possession of the goods.
This should be the principal, not a bank or a freight forwarder for example.
Consignee City
The name of the city to which the goods are consigned.
The field should contain the city outside Australia in which the person or organisation who takes physical possession of the goods is located. Errors occur when an Australian city is put in this field.
First Port of Discharge
UN/LOCODE for the first port outside Australia where the goods will be unloaded.
Destination port is often input in this field instead of the transit port if/where applicable.
Final Destination Country Code
The UN country code for the final country of destination for the goods. The UN country code is two alpha characters.
The correct UN/LOCODES should be reported. A common error when reporting goods destined for Korea, is to use KP (North Korea) instead of KR (South Korea) where the goods are actually destined.
Invoice Currency CodeThis field must contain the code indicating the monetary unit in which the invoice is made out.
Free On Board (FOB) Currency CodeThe field must be the Currency Code, for the Total FOB Value of the goods. It could be different to the Invoice Currency Code.
Total FOB Value
All costs to move the goods to the vessel/aircraft excluding international freight and insurance.
Most errors in this field involve the reporting of dollars and cents when the Integrated Cargo System (ICS) only accepts whole dollars. This field must contain figures in the currency unit indicated in the FOB currency code.
Commodity Classification
The classification code for the goods as specified in the Australian Harmonized Export Commodity Classification (AHECC).
The correct statistical item should be input. It is important to select the correct code when classifying goods for accurately recording trade statistics.
Goods Description
Description of the goods being exported.
The common error in this field is using the default AHECC description that could be inserted by your software. The description reported to us must be an accurate description of the goods in plain English.
Mixed Goods
The commodity classification 9809.00.01 can be used for mixed goods comprising four or more commodities in a single consignment where the value of each commodity in the consignment is less than AUD 5000.
Any commodity valued at AUD 5000 or more should be classified by kind.

Where the total value of the Export Declaration under this code exceeds AUD 200,000, approval to use classification 9809.00.01 must be obtained from the Classifications Manager, Australian Bureau of Statistics, on 02 6252 5409.
Goods Origin / Goods Origin Country Code
Origin code: code to identify the Australian (or foreign) state of origin of goods.
Country code: two-letter code for the country where the goods were manufactured.
The correct origin code should be reported. For more information and treatment of complex situations, see Australian Customs and Border Protection Notice 2003/70.

The correct country code should be reported. The country code known to be, or most likely to be the origin of the goods should be input.

Information provided must not be misleading. Where the goods are made up of several components from various foreign sources, the country code for the place where the goods were manufactured (that is, the place where the goods were formed through a process or a series of processes that changed the nature, commercial character and identity of its components) should be nominated.
Net Quantity / Gross WeightOften these figures are reported as the same figure. This would only apply to bulk products such as wheat for example.

Gross weight is the weight of the goods including packaging. Net quantity is described in terms of the units prescribed in the AHECC (for example KG, T, NO). Net quantity must not include the weight of any additional packaging.
Permit Number
Permit prefix and number where required.
Each permit issuing authority (PIA) has its own permit prefix. The correct prefix must be included for all permits.

There should be no spaces between the three letter prefix and the permit number.
Error / Warning MessagesThe exporter should rectify any errors before the goods are sent for export.
Depot Release Notices
When certain prescribed goods are released from a depot for export, a depot release notice is reported to us.

The depot release notice requires information about:
  • who – the reporting party and a unique reference number assigned by the reporting party for the release
  • what – the Consolidation Reference Number (CRN) of the consolidation that contains the prescribed warehouse goods
  • where – the establishment ID of the depot releasing the consolidation, and the establishment ID of the destination premise for the consolidation.
The Consolidation Reference Number (CRN) rather than the Export Declaration Number (EDN) should be reported on a Depot Release Notice if the goods have been consolidated. The Cargo/Container Terminal Operator receives the goods on a CRN.

If the EDN is used on the Depot Release Notice in these circumstances, the Depot and CTO notices will not be matched by the system as referring to the same consignment.

This triggers an event that is reported to us by the system for investigation.
Export Goods Type
Listed below are the export goods types available:
  • OT (other)
  • ST (stores)
  • SP (spares)
  • OP (own power)
  • AB (accompanied baggage)
  • PO (postal)
A common error in this field is selecting 'other' when goods are being carried by a client themselves out of the country, particularly jewellery and other portable items.

The correct export goods type should be 'AB - accompanied baggage'.
Reporting of Ships StoresThe Final Destination Country Code is not required for Ship Stores.

Note: This Fact Sheet is a general guide only. For further guidance on completing export data see Export Control Manual (2MB PDF).