Electronic Commerce Client Requirements Document
Appendix E: Bulk load—File structure and record layout—
Chapter 25: Canadian Export Reporting System Portal

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File structure

The source text file for “bulk load” can be assigned between 1 to 200 export declarations (maximum file size = 4 Megabytes (Mb)). This text file must be assigned file extension “.txt”. Please see Appendix F for sample text files. Within the text file, each export declaration must be represented by a set of data records consisting of fixed-length data fields. There are 5 unique types of data records, each of which is assigned a unique prefix character in the first position of the record.

Prefix value Record type Minimum occurrence
(per export declaration)
Maximum occurrence
(per export declaration)
Inclusion criteria
H Header 1 1 (Mandatory)
Include one Header record for each Export declaration
D Detail 1 999 (Mandatory)
Include at least one Detail record for each Export declaration. Position the Detail record(s) underneath the Header record
P Permit 0 999 (Conditional)
Include one or more of these records in order to supply any permit number(s), container number(s), and/or exporter reference number(s) that are applicable to the Export declaration. Position these records underneath the Detail record(s). Keep records of the same type grouped together
C Container 0 999
R Reference 0 999

At a minimum, the text file needs to be assigned one Header record and at least one Detail record for each export declaration:

If required, an export declaration can be assigned one or more Permit, Container, and/or Reference records to supply applicable commercial information:

Example 1

The following text file contains 2 export declarations
2 export declarations
Long description

The first export declaration contains a Header record (H) and a Detail record (D). The second export declaration contains a Header record (H) and a Detail record (D).

Example 2

The following text file contains 3 Export declarations. The first export declaration is assigned one Detail record, one Permit record, and two Container records. The second Export declaration is assigned three Detail records. The third export declaration is assigned one Detail record and one Reference record.
3 export declarations
Long description

The first export declaration contains a Header record (H), Detail record (D), Permit record (P), Container record (C), Container record (C). The second export declaration contains a Header record (H), Detail record (D), Detail record (D), Detail record (D). The third export declaration contains a Header record (H), Detail record (D) and Reference record (R).

French-language characters

The “bulk load” text file (*.txt) can be assigned French language characters (for example, décembre). However, in order for these characters to be interpreted correctly, it is necessary to save the text file using UTF-8 encoding.

Record layout specifications

The following material provides technical specifications regarding the format and positions of business data elements within the various record layouts. (Refer to Appendix A for additional information regarding the business data elements.) Note that the positions of the record layouts and their business data elements need to be respected in order for the CERS Portal application to be able to interpret the contents of a source text file.

When using the bulk load method, if the CERS Portal application detects one or more syntax errors present within a source text file, then the application will not proceed with transferring any of the enclosed Export declarations into CERS. Instead, CERS will respond by displaying an error report to provide guidance regarding the detected syntax errors. The user is expected to correct all syntax errors present in the source text file and then retry the bulk load operation.

1.1.1.1 Header record layout

The field details for completing a header record layout
Field number Starting position End position Fieldname Entry length Data type Reporting condition Formatting requirements
1 1 1 Record type 1 Code Mandatory H
2 2 7 <Not used> 6   N/A  
3 8 13 Exporter authorization ID 6 ID Mandatory Specify the Authorization ID of the associated exporter (Format: ZZ9999)
4-5-6 14 17 Related party indicator 4 Code Mandatory Y or N
7 18 28 Form key 11 Alphanumeric Optional If desired, supply a unique identifier that will enable you to identify the draft Export declaration within the CERS Portal - Bulk Uploads section.

Examples:
1
ED1
FORMKEY1
8 29 98 Exporter name 70 Text Mandatory  
9 99 113 Exporter business number 15 ID Mandatory Specify the exporter Business Number of the associated exporter (Format: 999999999RM9999)
10 114 183 Exporter street 70 Text Mandatory  
11 184 218 Exporter city 35 Text Mandatory  
12 219 221 Exporter province/state code 3 Code Conditional: Must be supplied when exporter country is Canada or the United States Refer to Appendix J
13 222 251 Exporter province/state 30 Text Conditional: A free-text entry can be supplied when exporter country refers to a country other than Canada, the United States, Puerto Rico, or the US Virgin Islands  
14 252 253 Exporter country code 2  Code Mandatory Refer to Appendix J
15 254 273 <Not used> 20   N/A  
16 274 288 Exporter postal/zip code 15 Text Conditional: Must be supplied when exporter country is Canada or the United States

Do not supply more than 9 characters.

For a Canadian or US address, supply a valid Postal/ZIP code entry.

Canadian Postal Code Format: Z9Z9Z9

17 289 298 Exporter telephone 10 Numeric Optional Format: 9999999999
18 299 302 Exporter telephone extension 4 Numeric Optional Format: 9999
19 303 312 Exporter fax 10 Numeric Optional Format: 9999999999
20 313 382 Consignee name 70 Text Mandatory  
21 383 452 Consignee street 70 Text Mandatory  
22 453 487 Consignee city 35 Text Mandatory  
23 488 517 Consignee province state 30 Text Optional  
24 518 519 Consignee country code 2 Code Mandatory

Refer to Appendix J

Note: The Consignee country cannot refer one of the following: Canada, the United States, Puerto Rico, or the US Virgin Islands

25 520 539 <Not used> 20   N/A  
26 540 545 Service provider authorization ID 6 ID Conditional If applicable, specify the Authorization ID of the associated customs service provider (Format: ZZ9999)
27 546 615 Service provider name 70 Text Conditional If applicable, specify the name of the customs service provider who is completing the Export declaration submission
28 616 685 Service provider street 70 Text Conditional: Must be supplied if the Export declaration submission is being completed by a customs service provider  
29 686 720 Service provider city 35 Text Conditional: Must be supplied if the Export declaration submission is being completed by a customs service provider  
30 721 723 Service provider province/state code 3 Code Conditional: Must be supplied when Service Provider country is Canada or the United States Refer to Appendix J
31 724 753 Service provider province/state 30 Text Conditional: A free-text entry can be supplied when Service Provider country refers to a country other than Canada, the United States, Puerto Rico, or the US Virgin Islands  
32 754 755 Service provider country code 2 Code Conditional: Must be supplied if the Export declaration submission is being completed by a customs service provider Refer to Appendix J
33 756 775 <Not used> 20   N/A  
34 776 790 Service provider postal/ZIP code 15 Text Conditional: Must be supplied when Service provider country is Canada or the United States

Do not supply more than 9 characters.

For a Canadian or US address, supply a valid Postal/ZIP code entry.

Canadian Postal Code Format: Z9Z9Z9

35 791 800 Service provider telephone 10 Numeric Conditional: Must be supplied if the Export declaration submission is being completed by a customs service provider Format: 9999999999
36 801 804 Service provider telephone extension 4 Numeric Optional Format: 9999
37 805 874 Certifier name 70 Text Mandatory  
38 875 944 Certifier street 70 Text Mandatory  
39 945 979 Certifier city 35 Text Mandatory  
40 980 982 Certifier province/state code 3 Code Conditional: Must be supplied when Certifier country is Canada or the United States Refer to Appendix J
41 983 1012 Certifier province/state 30 Text Conditional: A free-text entry can be supplied when Certifier country refers to a country other than Canada, the United States, Puerto Rico, or the US Virgin Islands  
42 1013 1014 Certifier country code 2 Code Mandatory Refer to Appendix J
43 1015 1034 <Not used> 20   N/A  
44 1035 1049 Certifier postal/zip code 15 Text Conditional: Must be supplied when Certifier country is Canada or the United States

Do not supply more than 9 characters.

For a Canadian or US address, supply a valid Postal/ZIP code entry.

Canadian Postal Code Format: Z9Z9Z9

45 1050 1059 Certifier telephone 10 Numeric Conditional: Must be supplied when Certifier country is Canada or the United States Format: 9999999999
46 1060 1063 Certifier telephone extension 4 Numeric Optional Format: 9999
47 1064 1073 Certifier fax 10 Numeric Optional Format: 9999999999
48 1074 1143 Certifier company name 70 Text Mandatory  
49 1144 1144 Certifier status 1 Code Mandatory Supply 1 if the Export declaration submission is being completed by a member of the exporter company. Otherwise, supply 2 for "Other".
50 1145 1154 Commodity gross weight 10 Numeric
(Maximum decimals: 3)
Mandatory Examples:
9
9999999999
9.999
999999.999
51 1155 1157 Commodity gross weight unit of measure code 3 Code Mandatory Refer to Appendix J
52 1158 1207 <Not used> 50   N/A  
53 1208 1223 <Not used> 16   N/A  
54 1224 1239 Freight charges 16 Numeric (Maximum decimals: 2) Mandatory Examples:
9
9.9
9.99
9999999999999999
99999999999999.9
9999999999999.99
55 1240 1242 Commodity currency of declared value code 3 Code Mandatory Only CAD or USD is applicable
56 1243 1292 <Not used> 50   N/A  
57 1293 1293 Mode of transport code 1 Code Mandatory Refer to Appendix J
58 1294 1313 <Not used> 20   N/A  
59 1314 1315 Reason for export code 2 Code Conditional: Must be supplied if goods are not sold Pad field with blank spaces if Reason for Export = Goods Sold. Otherwise, supply a valid Reason for Export code (Refer to Appendix J).
60 1316 1365 <Not used> 50   N/A  
61 1366 1395 Vessel name 30 Text Conditional: Must be supplied if mode of transport is marine  
62 1396 1397 Country of final destination code 2 Code Mandatory Refer to Appendix J
63 1398 1417 <Not used> 20   N/A  
64 1418 1425 Date of exportation 8 Numeric Mandatory Format: YYYYMMDD
65 1426 1429 Place of exit 4 Code Mandatory Refer to Appendix J
66 1430 1479 <Not used> 50   N/A  
67 1480 1483 <Not used> 4   N/A  
68 1484 1533 Certifier email address 50 Text Mandatory Format: Z@Z.ZZ
69 1534 1537 Number of packages 4 Numeric Mandatory  
70 1538 1540 <Not used> 3   N/A  
71 1541 1560 Kind of packages 20 Text Mandatory  
72 1561 1595 Name of exporting carrier, freight forwarder or consolidator 35 Text Mandatory  
73 1596 1620 Carrier Code and Unique Carrier-Assigned Code 25 Text Mandatory  
74 1621 1630 <Not used> 10   N/A  
75 1631 1649 <Not used> 19   N/A  
76 1650 1652 <Not used> 3   N/A  

Note: The reporting condition column is included for reference only. Actual validation is done as part of export document validation on CERS Portal (Refer to Appendix A).

The service provider information needs to be supplied if the export declaration submission is being completed by a customs service provider on behalf of a client. Otherwise, do not supply any service provider information (leave blank) and use the exporter fields to supply information the exporter of the goods.

1.1.1.2 Detail record layout

The field details for completing a detail record layout
Field number Starting position End position Fieldname Entry length Data type Reporting condition Formatting requirements
1 1 1 Record Type 1 Code Mandatory D
2 2 3 Country of origin code 2 Code Mandatory Refer to Appendix J
3 4 23 Not used 20   N/A  
4 24 25 Province of origin 2 Code Mandatory Refer to Appendix J
5 26 55 Not used 30   N/A
6 56 65 HS code 10 Numeric Mandatory Supply an 8-digit Canadian Export Classification - HS Code (Format: 99999999)
7 66 320 Goods description 255 Text Mandatory  
8 321 350 Conveyance Identification Number 30 Text Mandatory, for certain HS codes  
9 351 364 Not used 14   N/A  
10 365 367 Not used 3   N/A  
11 368 417 Not used 50   N/A  
12 418 431 Quantity 14 Numeric (Maximum decimals: 3) Mandatory, and cannot be zero. Examples:
9
9.9
9.99
9.999
99999999999999
999999999999.9
99999999999.99
9999999999.999
13 432 434 Unit of measure code 3  Code Mandatory Refer to Appendix J
14 435 484 Not used 50   N/A  
15 485 500 Value FOB point of exit 16 Numeric (Maximum decimals: 2) Mandatory Examples:
9
9.9
9.99
9999999999999999
99999999999999.9
9999999999999.99

Note: The reporting condition column is included for reference only. Actual validation is done as part of Export document validation on CERS Portal (See Appendix A).

The "Province of Origin" field must be mapped to a Canadian province/territory, even if the country of origin is not Canada. If the goods are of Canadian origin, specify the province in which the goods were grown, mined or manufactured. If the goods are not of Canadian origin, specify the Canadian province in which the goods were further processed. If the goods are not of Canadian origin, and were not further processed in Canada, specify the Canadian province from which the goods begin their export movement (this may be different from the province from which the goods will leave Canada).

1.1.1.3 Permit record layout

The field details for completing a permit record layout
Field number Starting position End position Fieldname Entry length Data type Reporting condition Formatting requirements
1 1 1 Record type 1 Code Mandatory P
2 2 36 Permit number 35 Text Mandatory  

Note: The reporting condition column is included in the table below for reference only. Actual validation is done as part of export document validation on CERS Portal (see Appendix A).

This type of record is not mandatory. If record is provided, the remaining data elements are mandatory.

1.1.1.4 Container record layout

The field details for completing a container record layout
Field number Starting position End position Fieldname Entry length Data type Reporting condition Formatting requirements
1 1 1 Record type 1 Code Mandatory C
2 2 26 Container number 25 Text Mandatory First 17 characters are processed as Container Number and the rest is ignored.

Note: The reporting condition column is included for reference only. Actual validation is done as part of export document validation on CERS Portal (see Appendix A).

This type of record is not mandatory. If record is provided, the remaining data elements are mandatory.

1.1.1.5 Reference record layout

The field details for completing a reference record layout
Field number Starting position End position Fieldname Entry length Data type Reporting condition Formatting requirements
1 1 1 Record type 1 Code Mandatory R
2 2 36 Reference number 35 Text Mandatory  

Note: The reporting condition column is included for reference only. Actual validation is done as part of Export document validation on CERS Portal (see Appendix A).

This type of record is not mandatory. If record is provided, the remaining data elements are mandatory.

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