E-ATA Carnet - A Fully Digitalised Cloud-based SaaS System for Guaranteeing Associations
E-ATA Carnet system by Kenzap is a fully managed platform that allows ATA Carnet applicants to submit applications electronically with the help of an interactive online form.
The purpose of this guide is to give a general overview of the system and provide relevant information along with how-to guides on how to use it. The system comes with the following functional modules:
- Application form
- Error validation
- Encrypted file storage
- Client account (draft feature, ATA Carnet PIN codes)
- Agent Dashboard
- Security settings
- Activity tracking
- Carnet automation
- Invoicing option
- ICC system integration
- ICC App integration
- Personalised Support
- Sorting & Filtering
- Excel exports
- Dashboard analytics
- Built-in client communication module
- Personalised branding
Onboarding
Before the E-ATA Carnet system is deployed, the Guaranteeing Association should go through the onboarding process with Kenzap Cloud. This step is necessary for the following reasons:
- The system incorporates the Guaranteeing Association's design patterns including but not limited to logos, email templating for automated notifications, etc.
- Guaranteeing Association provides publicly accessible domain name URLs.
- Guaranteeing Association contacts ICC to request access codes needed for API communications and electronic Carnet submission.
- Kenzap provisions the system on its Cloud and grants access to Guaranteeing Association representatives.
- Kenzap sets up user roles and permission to the Guaranteeing Association's employees or agents.
- Kenzap representative presents the system and assists with its usage.
After the system is deployed Kenzap will provide live QA and support assistance with the product usage.
E-ATA Carnet
The electronic application form is available online and can be accessed through a URL address that is uniquely assigned to the Guaranteeing Association of commerce, for example, https://e-carnet.sicc.com.sg/.
Please refer to the “ How to submit ATA Carnet application electronically ” guide to learn more about the process of submission or if you are the Guaranteeing Association’s client.
Before the access can be granted responsible Guaranteeing Association agents need to ensure that the applicant's email address is added to the system. Please refer to the Apply for Carnet security setting for more details.
E-ATA Carnet is an independent resource where applicants are not able to access any of the ATA Carnet management features. For this reason, a separate Agent Dashboard portal is deployed where Guaranteeing Association agents can manage and process applications submitted electronically.
Please refer to the next chapter for more details.
Agent Dashboard
The main window of the agents' dashboard provides a general overview and analytics based on all submitted applications. With the help of this dashboard, agents can track the progress of the processing applications in a more visual way.
Here is the list of the main dashboard blocks:
- Applications. This block links to the applications page of the dashboard.
- Administration. This block links the users and administration page of the dashboard. User rights settings and activity logs can be accessed from this page.
- Settings. System configuration such as the list of the Guaranteeing Associations, etc.
- New Applications. Counts the total number of applications with "New" status.
- Queried Applications. Counts the total number of applications with "Query" status.
- Pending Issuance. Total number of Carnets which have been pre-processed and pending issuance.
- All applications. A minified version of all applications page in one block.
- Top Companies. A pie chart depicting the top most active companies within the system based on the application submission rates.
- Most Visited Countries. A map chart depicting the most popular travel countries of carnet applicants.
Application Tabs
This page combines all applications in one table and allows various filtering and sorting methods in order to simplify the application management and submission process.
Currently, the system separates all applications into three main categories:
- Processing applications are stored under the blue tab.
- Issued applications are stored under the green tab.
- Expired or cancelled applications are stored under the black archive tab.
Application Sorting
As depicted in the image below, it is possible to search for an application by typing the company name, its representatives or other relevant information.
The header of the applications table comes with additional sorting and filtering options:
- Payment status. Filters application by Paid and Unpaid status.
- Processing speed. Filters applications by Normal and Urgent status.
- Application status. Filters application by New, Queried, Amended, Processed, or Withdrawn status.
- Application time. Sorts applications by submission or creation time.
- Calendar. Filters applications within a specified date range.
Another example image below shows how applications can be filtered within a specified date range.
Application Preview
By simply clicking on the row of the application it is possible to view the additional information, such as the representative list, travel list, supporting documents or general list.
Refer to the image below for more details.
Application Amendment
By default, agents are not allowed to modify the application data submitted by the applicants but they can request an application amendment instead.For this purpose, agents are encouraged to use the " Query" feature that brings a more structured approach to communication with the applicants and supports the following functionality:
- Rich text editor where agents can structure application submission feedback.
- Automated email notification system to instantly notify applicants about the carnet amendment requests.
- Seamless integration with applicant' E-ATA Carenet account.
To start Query submission, click on the query icon when viewing the application and the rich text editor will roll out automatically as shown in the image below.
Once the Query is written an agent can simply click on the Send button to immediately notify the applicant. Once the application amendment request is submitted the application status will automatically change to Query until further amendments are provided by the applicant.
ATA Carnet Printing
As the traditional ATA Carnet document is still used as the main document for customs declarations it is possible to print this document both in black and white and colour modes.
When previewing the application in the top right corner click on the Carnet button and then pick the relevant option to continue.
The ATA Carnet printing process is entirely automated. All relevant information is automatically linked and mapped with the fields of the ATA Carnet document.
Agents are only required to provide such additional information as Carnet number, Date of Issue and Valid Until dates.
Please also note the coloured strips in the bottom left part of the application preview window. These are colour page indicators and numbers to assist agents with the sequence of the colour pages for the printer trays.
The list below tells which fields are linked automatically with the ATA Carnet document:
- Holder and Address field (Box A).
- List of ATA Carnet representatives (Box B).
- Intended Use of Goods, such as Commercial Samples, Equipment Use or Fairs (Box C).
- Carnet Number (Box G/a).
- Issuing Guaranteeing Association (Box G/b).
- Carnet validity period (Box G/c).
- List of customs territories (Box P).
- Issuance data (Box I).
- General list.
- Vouchers.
- Annexes and back cover pages.
The image below represents an automatically generated E-ATA Carnet document in colour.
ICC Submission
Along with the printed version of the ATA Carnet document agents can submit an electronic version of the Carnet directly to the ICC. The system ensures that all data is submitted in accordance with the API specification of the ICC system and follows all Carnet lifecycle guidelines.
Make sure that the agent "Submit to ICC" security setting is enabled on the Administration page.
Currently, the system supports two modes of submission, test mode and production.
To issue a carnet agent needs to click on the green carnet button and then approve as shown in the image below.
The system will automatically validate the data and notify the agent about the submission status.
Once the carnet is submitted in production mode the applicant will receive a notification and instructions on how to download the ATA Carnet QR code that is needed for the ICC mobile application to manage Carnets during travelling.
It is also possible to view submitted Carnet application data on behalf of the customs portal. This procedure might be useful to better understand the integrity of the submitted data within the global E-ATA Carnet ecosystem.
To learn more about this procedure please contact Kenzap representatives directly.
Application Custom Fields
To streamline the application management process, agents can rely on additional input fields linked to the application but hidden from the preview under the E-ATA Carnet applicant's portal.
Please confirm with the Kenzap representatives which particular fields are required for application management.
Excel Exports
It is possible to export application data to Excel sheets. This can be achieved by clicking on the download icon in the top right corner of the applications table. Refer to the image below for more details.
User Registration
Before any user can access a platform his email address first has to be registered in the system. From the main Agent Dashboard page click on the Administration tab, then add the user and provide his email address.
By default, once the user is added to the system he is able to access the E-ATA Carnet portal and submit new applications, however, his access to the Agent Dashboard portal is still restricted.
In case the newly added user requires additional permissions, such as access to the Agent Dashboard or access to the application management please refer to the next chapter of this article for more details.
Access Rights
to modify user access rights go to Agent Dashboard > Users > Thress dots > Access . As shown in the image below the system supports the following user rights and permissions.
Apply for Carnet. With the help of this security setting, the Guaranteeing Association may restrict access to the portal by users' email addresses. As all authentication is handled by the means of email OTP (one-time passwords) applicants can only access the system and apply for carnets after their email address is registered in the system and the Apply for Carnet option is enabled.
Access dashboard. With the help of this security setting, the Guaranteeing Association may restrict access to the portal where submitted applications are managed. In other words, this option should be only enabled for Guaranteeing Association agents.
Manage users. This option gives additional rights to Guaranteeing Association agents to manage their user base and enable or disable security settings. This option can be considered a super admin feature as it gives all possible rights related to the system usage.
Edit applications. When an agent is granted access to the system with the help of the access dashboard setting he is still restricted to view-only mode and is not allowed to edit applications. This setting should be enabled to allow Guaranteeing Association agents to edit the application data and send queries to the clients.
Submit to ICC. This setting allows Guaranteeing Association agents to issue an electronic version of the carnets and make it available to the customs.
Activity logs. For additional security protection, the system monitors user and agent activity, tracks application data changes, and records sign-in attempts and ATA Carnet submissions. When enabled this setting allows agents to access Activity logs from the dashboard.
Activity Logs
Activity logs track the most important events and store information associated with them. It is possible to see sign-in sessions, Carnet submissions to the ICC or refer to the application editing records.
To access these logs please make sure that the Activity logs setting is enabled.
Authentication
Access to the system is restricted. In order to enter Agent Dashboard a One-time password (OTP) is sent to the agent's registered email address.
To save the email address in the browser cache for future sign-in attempts a "Trust this device for 30 days" option should be enabled.