Customs Brokerage — Open a File
Shipment Initialization, Core References & Quick Document Generation
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Open a File

Use this screen to initialize or access a shipment file, capture core references, and launch downstream actions (ISF/Cargo, 7501, Invoice, DO, and In-Bond). The header shows Department, File# (or NEW/COPY), and audit data such as Opened and Operator.

Typical flow: open or create a file → confirm key references (entry/mode/carrier/bills) → add supporting details (3461) → enter charges (if used) → generate compliance documents from the blue options bar.

When to use

  • Start a new import shipment (create NEW file number).
  • Open an existing file to update arrival data, bills, or cargo release details.
  • Begin document generation (ISF/Cargo, 7501, DO, In-Bond) once references are confirmed.

Key Fields

Core Parties & Identifiers

  • Division Code — operational division tied to the file.
  • Shipper — party shipping the goods (as captured for the shipment).
  • Client — billing / account party used for brokerage processing.
  • Entry No. (N)ext — auto-assign the next available entry number (when enabled).
  • Mode of Trans., Carrier, SCAC — drives validations and ACE filing context.

Movement & Milestones

  • Arrival Date/Time — expected or actual arrival; used for timing and compliance steps.
  • RLF — release/hold flag values used by internal checks and downstream forms.
  • Flight/Voy/Trip #, Port of Lading — movement identifiers for air/ocean.
  • AMS, Split Rel. Code — used for cargo release processing and partial releases.

Quick Document Generation

From the blue options bar, jump directly to common outputs. These options use the file’s references and flags, so validate key identifiers first (entry no., bills, mode, carrier, arrival, and client).

Common Options

  • ISF/Cargo — access ACE Cargo Release / ISF workflow.
  • 7501 — Entry Summary workflow.
  • Invoice — create the brokerage invoice (charges may pull from the Charges sub-screen).
  • Delivery Order (DO) — generate a DO when applicable.
  • In-Bond — generate in-bond documents when needed.

Command Line Shortcuts

Shortcuts: L#, (Q)uit, (B)ls, (A)ddl, (C)harges, c(O)ver, Bo(N)d Info, Co(M)ments, (R)erun, Int(CM)nts, (P)ost
Enter a line number to return to a desired prompt, or type the letter option to open the matching sub-screen.

Sub-screen: IT/BL/AWB List

Use this sub-screen to add, insert, delete, or load bill references and quantities. These references are foundational for cargo release and document accuracy.

I Insert   D Delete   A Add   L Load   RETURN Accept/Back

Quantity rule: Always enter the quantity at the lowest bill level. If a house bill exists, enter quantity on the house bill (not on the IT or master BL).

Important: Customs regulations dictate that BL's must be entered in a specific order:
  • I I.T. Number
  • M MB Number
  • H HB Number
  • S Sub-HB Number

Sub-screen: Additional Information (3461)

Use this screen to capture supplemental shipment data commonly needed for cargo release / entry processing, including importer references, PO numbers, container details, exam site, and sales code.

  • Importer references and PO numbers for client matching and audit clarity.
  • Container details for ocean shipments and exam coordination.
  • Exam site notes to support holds and exam workflow.
  • Sales code where used for reporting or commission tracking.

Sub-screen: Accumulating File Charges

Capture charge lines, payments, vendors, and references associated with the file. When invoice generation is used, charges entered here can be applied to the invoice.

Billing note: Follow your office’s standard charge codes and reference formats. Consistent references reduce billing disputes and speed up A/R processing.

Sub-screen: Customs Bond Information

Use this screen to record bond coverage details used for entry summary, including any eSTB-related fields and bond identifiers required for filing and audit support.

  • Confirm bond type and limits align with the importer and entry context.
  • Keep bond identifiers accurate to prevent filing rejects and release delays.

Best Practices

  • Validate the foundation first: entry number, mode, carrier/SCAC, arrival date/time, and bill references should be correct before ISF/Cargo or 7501 work begins.
  • Enter quantities at the lowest bill level: especially when house bills are present, to avoid mismatch and rework.
  • Use consistent references: PO numbers, importer references, and container IDs should match the client paperwork and transmitted data.
  • Keep charges clean: enter standardized charge codes and meaningful references so A/R can invoice quickly and accurately.
  • Document exceptions: when holds/exams/irregularities occur, note them in the most visible comments/notes area used by your office.

Frequently Asked Questions

Should I generate ISF/Cargo or 7501 before bills and arrival info are complete?

Generally no. Confirm core identifiers (entry no., bills, mode, carrier, and arrival) first. Incomplete references can cause filing rejects or downstream corrections.

Where should I enter shipment quantity if both a master and house bill exist?

Enter quantity at the lowest bill level (typically the house bill). This keeps totals aligned with the most granular reference and supports accurate release reporting.

Do charges entered on the file automatically appear on the invoice?

When invoice generation is used, charges entered in Accumulating File Charges are available to apply to the invoice. Your office configuration may control which charge types and defaults apply.

What if I need to correct a bill number after other work is started?

Update the bill reference as early as possible, then re-check any downstream screens and printed/queued documents that depend on it (cargo release/ISF, DO, and entry summary). Follow your office policy for re-run/reprint.