EDI/Portal Clients
Frequently Asked Questions

If the following FAQs are not helpful in addressing your questions, contact the TCCU.

A complete list of error codes, including explanations is available.

General FAQs

1. What is the status of a transaction number/cargo control number (CCN)?

You can check the status of transactions at any time using our Release Notification System (RNS) "Status Query" function. This tool queries the system for information on specific transactions or CCNs. The system generates messages such as:

New and enhanced eManifest notices are now available for EDI clients. These new notices offer benefits, such as:

Contact the TCCU to get access to RNS and eManifest Notices.

2. What does the W80 error code mean?

If you receive a reject code W80 ("Release cannot be related to a consolidated cargo or House Bill"), the cargo control number (CCN) on the release entry is either a consolidated cargo or a consolidated House Bill. To correct this error, contact your carrier. If it is consolidated, you must get a new CCN and correct the transaction. If it is not consolidated, your carrier may contact the TCCU.

3. Why haven't I received a declaration accepted message yet?

The declaration accepted notice is only sent when both the release request and the ACI cargo are on file. Customs brokers will not receive the declaration accepted notice if the ACI cargo has not been reported by the carrier or the freight forwarder.

Check with the other trade chain partners to confirm that all required documents have been accepted by the CBSA.

4. What do the 464 and T36 error codes mean?

If you receive a reject message on the release transaction for "invalid status of request/cargo control number" or "CCN in history" (error code 464 and T36) the cargo control number (CCN) has been used previously.

You must get a new CCN from the carrier.

Refer to question 1 for more information on using the Release Notification System (RNS) to get CCN information.

5. Could you check to see if the Release on Minimum Documentation (RMD) corrector has been processed by the port?

If you are seeking information regarding a paper B3, cash entry or any paper release service option (i.e., ACROSS service options 117, 174, 331) please contact the CBSA office where the request was submitted. Similarly, any follow up questions on a paper RMD correction should be directed to the CBSA office where the RMD correction was submitted.

6. What does a Canadian Food Inspection Agency (CFIA) reject message means?

CFIA reject messages use error code 537 and the description of the reject message begins with "CFIA."

Contact the National Import Service Central (NISC) for assistance in troubleshooting these reject messages: 1-800-835-4486.

7. What does this error message mean: "Electronic Data Interchange (EDI) changes not accepted after arrival"?

You will receive this message if you send a change notification after an arrival message is entered in our system for the goods, shipment or conveyance.

Contact the CBSA office of release directly to discuss how a change can be made to that transaction. Changes are handled by border services officers on a case-by-case basis.

Note: Clients can use the amend function to make post-arrival changes to highway cargo and conveyances, rail cargo and conveyances, House Bills and House Bill Close Messages. Refer to your Electronic Commerce Client Requirements Document for more information on how to use the amend function.

8. Can you reject the transaction back to me?

If you must have a transaction rejected (to make a change after it was sent), check with your IT, your software vendor or service provider to confirm if this step is necessary.

If your software depends on a reject to make a change, contact the port of release.

eManifest Portal FAQs

9. What is a Cargo Control Number (CCN)?

A Cargo Control Number (CCN) identifies a Highway Cargo or House Bill Cargo Document that represents the initial record of a shipment that will arrive in Canada and enables the CBSA to control the movement of imported goods. The CCN is a unique reference number that can be up to 25 characters and contain both numbers and letters assigned by the carrier or freight forwarder. The CCN must begin with the CBSA-issued Carrier Code (already hard-coded in the field).

Note: If release document(s) are being prepared, please ensure the CCN provided to the broker/importer matches perfectly.

For example: If the shipment’s bar-coded PARS number presented by the carrier at the border is "1234PARS56789", then the CCN electronically transmitted prior to arrival must also be "1234PARS56789".

10. What is a Conveyance Reference Number (CRN)?

A Conveyance Reference Number (CRN) identifies a Highway Conveyance Document and provides information about the vehicle being used to transport goods entering Canada. The CRN is a unique reference number that can be up to 25 characters and contain both numbers and letters assigned by the carrier to a particular trip or departure. The CRN must begin with the CBSA-issued Carrier Code (already hard-coded in the field).

11. What is a Combined Highway Document?

A Combined Highway Document includes a Highway Cargo Document (identified by a CCN) and a Highway Conveyance Document (identified by a CRN) into a single document for easier data entry.

Note: If you wish to check the status of your Combined Highway Document, you must check the Highway Cargo Document and Highway Conveyance Document statuses separately as they are processed as separate Trade Documents.

Please refer to section 6.3.2 (Creating a Combined Highway Document) of the eManifest Portal User Guide for more information.
http://www.cbsa-asfc.gc.ca/prog/manif/portal-portail/guide-eng.html

12. When do I submit a “change” or “amend” to update my cargo information?

A “change” can be made from the time the highway cargo or house bill cargo was submitted, up until the time prior to report. If the Highway Cargo or House Bill Cargo Document is in a “reported” or “arrived” status, then the client must submit an “amend” to update the document.

13. How do I add a CCN to a CRN that has already been submitted?

The Highway Conveyance Document can be changed or amended depending on the status of the document. After you have submitted a Highway Conveyance Document, you can edit your document and add the additional CCNs.

Please refer to section 6.6 (Editing a Submitted Document) of the eManifest Portal User Guide for more information.
http://www.cbsa-asfc.gc.ca/prog/manif/portal-portail/guide-eng.html

14. Why is my shipment showing “HELD”?

The “HELD” notice informs clients that their goods are being held for further determination or processing and cannot be released.

15. Can I change the document number of a CCN or CRN once it has been submitted?

No, you cannot change the document number of a CCN or CRN once it has been submitted. If you have entered the information incorrectly, you must cancel the incorrect document and then create the correct CCN and/or CRN and submit to the CBSA.

Please see section 6.7 (Cancelling a Submitted Document) of the eManifest Portal user guide for more information.
http://www.cbsa-asfc.gc.ca/prog/manif/portal-portail/guide-eng.html

eHouse Bill FAQs

16. What is the difference between a primary Cargo Control Number (CCN) and a previous Cargo Control Number (CCN)?

Primary CCN: The Cargo Control Number of the Cargo Control Document that was used to report [section 12(1) of Customs Act] the goods at the FPOA.

Example: The freight forwarder who has contracted with the primary carrier (e.g. the master loader) submits the required house bill data via EDI or the eManifest Portal. After transmitting their house bill data, the freight forwarder submits a house bill close message that links all their house bills to the primary CCN submitted by the carrier. In a single-tier consolidation scenario, the previous CCN is the primary CCN.

Previous CCN: Cargo Control Number of the Cargo Control Document that immediately preceded the document in question in the chain of cargo control.

Example: Subsequent freight forwarders who have contracted with freight forwarders in the same consolidation (e.g. co-loaders) submit the required house bill data via EDI or the eManifest Portal. After transmitting their house bill data, the freight forwarder submits a house bill close message that links all their house bills to the previous CCN submitted by the freight forwarder directly above them to declare closure of their shipment(s). In a multi-tiered consolidation scenario, the previous CCN is the consolidated house bill transmitted by the freight forwarder above you.

Note: It is important to remember that the lower level freight forwarders or co-loaders must quote the Previous CCN on their House Bill Close Message and not the Primary CCN. If a lower level freight forwarder quotes the primary CCN this will prevent the first level freight forwarder or master loader from submitting their House Bill Close Message.

17. What do “Matched” and “Not Matched” messages mean?

A “Matched” notice indicates that the document has been linked to a related document. This notice indicates the following:

Document Type Related document
Non-Consolidated HB Matched to a Release Document
Consolidated HB Matched to a House Bill Close Message
House Bill Close Matched to the Previous CCN
Release Matched to a Non-Consolidated House Bill

A “Not Matched” notice indicates a House bill has no links to a Close Message.

For more information on the “Matched” notices and other notices, request a copy of the eManifest presentation entitled Introduction to New and Enhanced eManifest Notices.

18. What is the reporting time frame for electronic House Bills and House Bill Close Message?

Marine (other than from USA: 24 hours prior to loading
Marine from USA: 24 hours prior to arrival
Air: 4 hours prior to arrival or at time of departure
Rail: 2 hours prior to arrival
Highway: 1 hour prior to arrival

19. When do I submit a “change” or “amend” to update House Bill information?

A “change” can be made from the time the house bill cargo was submitted, up until the time prior to report. If the House Bill Cargo Document is in a “reported” or “arrived” status then the client must submit an “amend” to update the document.

20. Where can I find more information on Notices and the CBSA pre-arrival and reporting requirements for electronic House Bills?

Clients can refer to CBSA D-Memo 3-3-1
(Freight Forwarder Pre-arrival and Reporting Requirements Memorandum)
http://www.cbsa-asfc.gc.ca/publications/dm-md/d3/d3-3-1-eng.html#wb-cont

For more information on the new notices, request a copy of the eManifest presentation entitled Introduction to New and Enhanced eManifest Notices.

21. Can I cancel my House Bill or House Bill Close Message once it is “reported” or “arrived”?

Once a House Bill or House Close Message has been “reported” or “arrived”, a client can no longer submit an electronic cancel.

A client must complete a BSF673 to request a manual cancellation of the House Bill and/or House Bill Close Message.
http://www.cbsa-asfc.gc.ca/publications/forms-formulaires/bsf673.pdf

Integrated Import Declaration (IID)

22. Will an importer still be allowed to submit paper entries at a customs port to clear commercial shipments?

Shipments regulated by the Single Window Participating Government Department and Agency (PGA) Programs must be released using the Integrated Import Declaration (IID). Goods regulated by other PGA’s can be released as per usual.

23. With ACROSS, one is advised if goods are referred for examination. Is a similar notice generated when a release request has been made using the IID?

In these instances, the importer/broker would receive a “held notice” once the goods have arrived and if referred to secondary as shown below:

0020 Held for CBSA: Informs clients that cargo is being held for further determination/processing and cannot be released.

24. Does the Integrated Import Declaration release service option 911 have an invoice line limitation?

The IID SO 911 was designed for greater than the 999 lines, however because the legacy systems ACROSS and CCS have the 999 limitation and the 911 still has to interact with these systems the SO 911 is also limited to 999 invoice lines.

The TOTAL invoice lines for each IID is 999 lines. As such, you can report 999 CCNs on an IID, and then structure the invoices one per CCN or 800 for one CCN and 199 for another CCN etc. but the total cannot exceed 999 invoice lines on the IID.

25. How should the IID be used to report multiple cargo control numbers?

When transmitting multiple Cargo Control Numbers (CCNs) using the IID, there are a number of system rules that must be followed to ensure smooth processing at arrival. Some of the system rules are detailed in the IID ECCRD, page 25:

Reporting of Multiple Cargo Control Numbers (CCNs)

The IID allows a single EDI release transaction to contain multiple Cargo Control Numbers (CCNs). The business rules for reporting multiple CCN(s) on the IID are as follows:

  1. A minimum of one CCN must be referenced on the IID.
  2. If the IID is submitted with a single CCN, the single CCN must be referenced at the Declaration level of the IID.
  3. If the IID is submitted with multiple CCNs, the CCNs must be reported at the Invoice level of the IID.
  4. All CCNs referenced on an IID must be non-consolidated documents.
  5. All CCNs referenced on an IID submitted pre-arrival must arrive at the First Point of Arrival in the same conveyance.
  6. If one CCN on the IID is referred for further processing or examination by the CBSA, the entire release and all CCNs associated to the IID will be referred.

Please note, all CCNs referenced on the IID that have been transmitted must be in “arrived” status, before the IID will be eligible for release. Also note, the maximum allowable CCNs referenced on the IID is 999. IID limitations are similar to RMDs, with the exception IID can be transmitted pre-arrival with multiple CCNs.

For each CCN referenced on the IID, a corresponding cargo document must be transmitted, unless otherwise exempt. Only one shipper and consignee can be transmitted per cargo document. For each unique consignee or shipper, a separate cargo document is required.

26. When should a ‘4-Change’ function be sent vs. a ’52-Amendment’ function?

In regards to the SWII IID, the Message Function 4 is for pre-arrival changes whereas the Message Function 52 is for post arrival, pre-release changes.

Message Function 4 (Change)

All non-key fields can be changed (key fields that cannot be changed are: Business Number, Transaction ID and SO)

Message Function 52 (Amend)

Amend
All non-key fields can be changed (key fields that cannot be changed are: Business Number, Transaction ID and SO)

Adjust
Business Number, Transaction Number

27. How does the IID behave if a House Bill is not on file?

The IID can be used to release any type of cargo document, primary or secondary (house bill). However, the IID was designed to support the new timeframes for release. Therefore, when the IID is transmitted and linked to an electronic house bill, the house bill must be “arrived” before the IID can be released. Therefore, an RNS release message will not be sent until all the cargo documents (CCNs) quoted on the IID have been arrived at FPOA via Conveyance Arrival Certification Message (CACM) or at the inland sufferance warehouse via Warehouse Arrival Certification Message. In the future when the final phase of eManifest is implemented, all release service options (including RMDs) will require an arrival before release will occur.

28. How do I interpret the IID Reject notice?

The RCS segment included in the Negative Application Acknowledgment indicates the PGA that has sent the request for additional information The ERC segment of the IID Reject contains a 3 digit standardized CBSA error code. The published list of error codes can be found at the following link: http://www.cbsa.gc.ca/eservices/error-erreur.pdf

Example of IID Reject

BGM+313+transactionnumber'
DTM+9:201810310708:203'
GOR++1'
CTA+IC+:National Inspection Divison'
COM+(613) 773-5322:TE'
COM+ :FX'
COM+EDI-CFIA-ACIA??@inspection.gc.ca:EM'
RCS+15+1::1'
ERC+0H5'

PGAs that apply live recommendations, such as the Canadian Food Inspection Agency and Transport Canada (TC), utilise the ERC segment to identify a generic 3 digit code and may provide further detail in the FTX segment.

Example of TC reject recommendation

GOR++13’
CTA+IC+:.’
COM+.:TE’
COM+:FX’
COM+support?@support.riv.ca:EM’
GOR++22’
CTA+IC+:CBSA Technical Commercial Client Unit (TCCU)’
COM+1-888-957-7224:TE’
COM+:FX’
COM+.:EM’
RCS+15+1::13’
FTX+AAO+++Manufacturer-Vehicle Class Not Found in Appendix G’
ERC+4B9’
UNS+S’
HYN+3’
UNS+S’

Note: If multiple rejects are issued, the segments are repeated as necessary

Document Image Functionality (DIF)

29. In the DIF ECCRD there is a reference that an IID can be submitted PRIOR to DIF/LPCO and the IID platform will wait for 15 minutes and then reject if no image is found. Can the CBSA verify that DIF imaging processing/acceptance/verification will happen within a 15 minute time frame?

The reference to the 15 minute wait period for DIF submission, currently only applies to CFIA regulated IIDs.

The wait for 15 minutes rule only applies if the IID is received before the associated DIF images. If all associated Images are received before the IID, processing/sharing of the IID and images will occur instantly.

If one or more of the associated images are missing upon receipt of the IID, the 15 minute timer will start. If any of the images are not received within this 15 minute window, a reject will be issued against the IID, to identify that one or more of the images were not captured.

Participating Government Department and Agency related general inquiries

30. Does the CBSA have a table or spreadsheet that can be shared with trade chain partners that lists PGA's as they are cross referenced to HS Tariff classification?

The Regulated Commodities - Data Element Matching Criteria Tables are available on the CBSA webpage:
https://www.cbsa-asfc.gc.ca/prog/sw-gu/regcom-marreg/menu-eng.html

31. How is trade notified about changes that are made to the Regulated Commodities – Data Element Matching Criteria Tables when PGAs make changes to their regulated HS Codes?

To be notified when the Regulated Commodities – Data Element Matching Criteria Tables are updated, contact swi-igu@cbsa-asfc.gc.ca.

32. Can goods that are regulated by more than one PGA be submitted in the same SWI IID transaction?

Yes, the SWI IID can be used to submit release requests for goods that are regulated by more than one PGA. For example, a shipment could contain goods regulated by the CFIA, ECCC and DFO and the release decision will be based on the combined release recommendations from each PGA.

33. When a SWI IID is submitted and there is more than 1 PGA, will the broker/importer receive multiple release decisions?

No. When there is more than one PGA on a SWI IID, the Canada Border Services Agency sends the data to all PGAs concerned and then a final release decision is provided back to the broker/importer. If for example, a submission included both regulated goods from Natural Resources Canada (NRCan) and the Canadian Food Inspection Agency (CFIA) and NRCan “rejected” the entry but CFIA “approved” the entry, the overall decision would be a “reject”.

34. Which PGAs need to make an “active” decision as opposed to PGAs where a decision is made based on risk rules within the SWI system?

The Canadian Food Inspection Agency, Transport Canada and Global Affairs Canada (Steel, Beef & Veal, Agricultural Products, and Clothing and Textiles) need to make an “active” decision. All other PGAs (Health Canada, Natural Resources Canada, Public Health Agency of Canada, Environment and Climate Change Canada, Department of Fisheries and Oceans, and the Canadian Nuclear Safety Commission) are based on risk rules within the SWI system.

Canadian Food Inspection Agency

35. If an importer considers the country of origin for CFIA regulated goods to be Canada, how do they declare this via the SWI IID (SO911)?

As per the ECCRD CFIA Appendix B.1, “if the country of source is Canada, please contact the CFIA directly.”

To submit a SWI IID transaction that contains CFIA regulated goods with a country of origin that the importer deems to be Canada, the "Country of Origin" should be declared as Canada and the "Country of Source" should be declared as “US” (United States) with the “Exporting Country” as New York and the "End Use Code" should be Canadian Goods Returning (if AIRS requires an end use be declared).

Note: This should not be confused with using the SWI IID to process entries that are either outside the scope of the SWI initiative or require processing of paper upon arrival at the border so are not currently included as an IID EDI transmission option.

Global Affairs Canada

36. The application for a Global Affairs Canada (GAC) permit via the IID is applicable to which group of commodities?

At this time, the permit request functionality through the IID is currently available to the beef and veal commodities group regulated by Global Affairs Canada (GAC). The functionality will later be introduced by a phased approach to further goods regulated by GAC, such as the Clothing and Textiles shipment specific permit

37. Does Global Affairs require a LPCO application for GIP’s (e.g., steel GIP 80 and 81 or GIP20)?

No, application for a LPCO is not required. The GIP 80 and 81 for steel are purely statistical (no quota) the GIP # only needs to be quoted, based on the HS codes. The GIP 20 is quota related, but for general allocations (first come first serve) again, GIP # only needs to be quoted.

Transport Canada

38. Why is only one VIN allowed per transaction when the IID structure accommodates up to 999 different commodities on one entry?

The following TC Vehicles Programs are restricted to a single VIN per SWI IID submission. To avoid delays for clients registering their vehicles, CBSA has implemented a new validation rule which will trigger a reject if the IID contains more than one VIN number. This rule applies to the following Vehicles Programs:

The TC Vehicles Programs listed below allow for multiple VINs, but are restricted to one VIN per commodity line, and all regulated commodities must be reported on the same invoice:

Please note that the above restrictions do not apply to the CMVSS Appendix F program.

39. How do I license my vehicle without a paper Form 1 presented to the province?

When brokers/importers commercially import a vehicle using the SWI IID (SO911) there is no Vehicle Import Form - Form 1 submitted. This form was dematerialized when the SWI IID was created and as such the CBSA cannot issue a Form-1 for these transactions. If your client is experiencing an issue with their provincial licensing office they should have that office contact the RIV as below:

Registrar of Imported Vehicles
405 The West Mall, Suite 500
Toronto, ON M9C 5K7

Telephone: 1 888 848 8240 (toll free from within Canada or the United States) or 416-626-6812 (all other countries)
Fax: 416-626-0366
Email: support@support.riv.ca
Website: www.riv.ca

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