Web Entries

Web Entry Process Overview

The following is the process you employ to create a Web Entry and then create a Prior Notice for each article within it.  Click on the hyperlink on any step for more detailed instructions.

  1. Enter basic Web Entry information.

  2. If the Entry Type is NOT Mail (Commercial) or Mail (Non-Commercial Sender), enter Anticipated Arrival information (optional for Consumption - Express Courier and Transportation and Exportation (T&E) - Express Courier).

  3. If the Entry Type is Mail (Commercial) or Mail (Non-Commercial Sender), indicate the Anticipated Shipment Date.

  4. Enter Submitter information.

  5. Do one of the following:

  6. Enter Carrier information, if the Entry Type is not Mail (Commercial) or Mail (Non-Commercial Sender)

  7. Edit and Save the Web Entry.

  8. Create, Edit and Submit Prior Notices for the articles you intend to import as part of this Web Entry. You may also copy Prior Notices using the Copy Prior Notice From Another Web Entry Functionality

  9. Complete the Web Entry.

  10. If the Web Entry does not have a Mail (Commercial) or Mail (Non-Commercial Sender) Entry Type, print the Web Entry Summary Confirmation.  The Carrier may present a copy of the Web Entry Summary Confirmation to the United States Customs and Border Protection (CBP) at the Port of Arrival.

To return to an existing Web Entry to view or edit it, see the Finding Web Entries topic.

Creating, Editing and Completing Web Entries

Entering Basic Web Entry Information

  1. To navigate to the Web Entry (Create) page, do one of the following:

  2. Select an Entry Type from the Entry Type drop-down list.  The Entry Types that are subject to Prior Notice are: Baggage, Consumption, Consumption - Express Courier, Foreign Trade Zone (FTZ), Informal, Immediate Transportation (IT), Mail (Commercial), Mail (Non-Commercial Sender), Temporary Importation under Bond (TIB), Transportation and Exportation (T&E), Transportation and Exportation (T&E) - Express Courier, and Warehouse. Following are the descriptions of the Entry Types:

  1. Click on the Next button to continue or click on the Cancel button to return to the Find Web Entries page.

  2. Indicate the Entry Identifier in the Entry Identifier textbox or have the system generate one.

    1. If you have a US Customs and Border Protection (CBP) Entry Number for the shipment, enter it.

    1. If you do not have a Customs Entry Number, click on the Not Known checkbox and the system will generate an Entry Identifier in an appropriate format, when you save the Web Entry.

  3. How many Prior Notices do you or your company intend to submit for this Web Entry?  Enter the number of Prior Notices your company intends to submit for this Web Entry, i.e., the number of articles of food subject to the Prior Notice requirement in the shipment. This number is an estimate that you may increase or decrease prior to submission.

  4. Continue with the next topic, Entering Web Entry Anticipated Arrival Information.

 

>> Return to the Web Entry Process Overview

 

Entering Web Entry Anticipated Arrival Information

Web Entries for all non-Mail or Courier Entry Types must have Anticipated Arrival information.  For Mail Entry Types, see the Indicating the Anticipated Shipment Date topic. Anticipated Arrival information is optional for the Consumption, Express Courier Entry Type.

To enter the Port of Arrival information:

  1. Enter the Port Code for the Port of Arrival.  If you do not know the Port Code, do the following:

    1. Select the State in which the Port of Arrival is located from the State drop-down list.

    2. Click on the Find Port Code button.

    3. Select the specific port by selecting the City and Port Name from the Port drop-down list.  If the port you are seeking is not in the list, look for the larger metropolitan area.  For example, you should use the code for Washington, DC, for Washington Dulles International Airport, although technically it is in Virginia.

    4. Click on the Next>> button.  The Web Entry page displays the City, State and Port Code in static text.

  2. Indicate the Anticipated Border Crossing, if available.  Enter the name of the specific border crossing point, such as the bridge name, if the Port of Arrival has multiple crossing points.

  3. Enter the Anticipated Date of Arrival, the date you expect the shipment to arrive at the Port of Arrival, in MM/DD/YYYY format or click on the Calendar icon to find a date.

  4. Select the hour and estimated minute for the Anticipated Time of Arrival in the time zone of the Port of Arrival (using the HH:MM 24-hour format).

 

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Indicating the Anticipated Shipment Date (Mail Entry Types only)

The Mail Entry Types require the Anticipated Shipment Date instead of Anticipated Arrival information.

To indicate the Shipment Date:

  1. In the Shipment Date textbox, enter the date you expect to ship the items via international mail in MM/DD/YYYY format or click on the Calendar icon to find a date.

  2. Continue with the next topic, Entering Web Entry Submitter Information.

 

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Entering Web Entry Submitter Information

The Submitter is the person with knowledge of the required Prior Notice information submitted to FDA.  As the individual logged into this system, you are the "Transmitter”, who transmits the information either as the Submitter or on behalf of the Submitter.

  1. If you are the Submitter of this Web Entry, select Yes in the drop-down list and continue with the Entering Web Entry Importer Information topic. (This is not available if you selected "None of the above" as the Province/Territory in your user account's Physical address through the FDA Industry Systems page.)

  2. If you are not the Submitter, do the following:

    1. Make sure that "Are you the Submitter for this Web Entry?" drop-down list has the No value selected.

    2. Select the Country containing the Submitter’s business location.

    3. Click on the Enter Submitter button.

    4. In the Web Entry: Submitter (Enter) page:

    5. Enter the Submitter's First and Last Name and provide the Phone and Fax, if they exist.

    6. Click on the Save button.  The Web Entry page displays with the Entry and Submitter information in static text.

  3. Do one of the following:

 

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Entering Web Entry Importer Information

  1. If the Importer and Submitter are the same, select Yes in the drop-down list. Note, if you have not provided the Full Address for the Submitter, you will be prompted to provide that for an Importer, since Full Address of the Importer is required regardless of providing the Registration Number.

  2. If not, do the following:

    1. Select the Country where Importer’s business is located.

    2. Click on the Enter Importer button.  The Web Entry: Importer (Enter) page displays.

    3. In the Web Entry: Importer (Enter) page:

    4. Click on the Save button. The Web Entry page displays with the Entry and Importer information in static text.

  3. Continue with the Entering Web Entry Carrier Information topic, except if your Entry Type is Mail.

 

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Entering Web Entry United States Recipient Information

  1. If the United States Recipient of the International Mail shipment is the same as the Submitter, select Yes in the drop-down list. (This is not available if you selected "None of the above" as the Province/Territory in your user account's Physical address through the FDA Industry Systems page.)

  2. If not, do the following:

    1. Click on the Enter US Recipient button.  The Web Entry: United States Recipient (Enter) page displays.

    2. In the Web Entry: United States Recipient (Enter) page:

    3. Click on the Save button. The Web Entry page displays with the Entry and United States Recipient information in static text.

  3. Continue with the Editing and Saving a Web Entry topic.

 

>> Return to the Web Entry Process Overview

 

Entering Web Entry Carrier Information

  1. The Mode of Transportation applies to the Carrier that will bring the shipment to the Port of Arrival. In the Carrier section of the Web Entry (Create) page, select a value (e.g., Land, Truck) from the Mode of Transportation drop-down list.

  2. Click on the Enter Carrier button. The Web Entry: Carrier (Enter) page displays with the information you should enter for the selected Mode of Transportation.  Note that the required information varies and that not all steps in this section apply for all Modes of Transportation.

  3. In the Web Entry: Carrier (Enter) page, verify that you have selected the correct Mode of Transportation.  If you need to change it, do the following:

    1. Click on the Change Mode button.  The Change Mode of Transportation page displays.

    2. Select another value in the Mode of Transportation drop-down list.

    3. Click on the Next>> button.  The Web Entry: Carrier (Enter) page refreshes with the information applicable to the selected Mode of Transportation.

  4. Common Carriers. To describe a common carrier, enter the Carrier Code (the International Air Transport Association (IATA) Code for air carriers or the Standard Carrier Alpha Code for all others).  If you do not know the code, do the following:

    1. Click on the Find Code button. The Find Carrier Code page displays.

    2. Enter at least three characters of the carrier’s business name in the Carrier Name textbox.

    3. Click on the Search>> button.  A list of Carriers displays in the Carrier section.

    4. Click on the hyperlink on the appropriate Carrier name in the Carrier column. The Enter Carrier page displays with the Carrier Code and Carrier Name textboxes populated.

  5. Non-Common Carriers. If the Carrier has no Carrier Code or if the Mode of Transportation is "Land, Pedestrian", then enter the Carrier Name. If applicable for the Mode of Transportation, enter the Vessel Name. For the Land Mode of Transportation, if the Carrier Name is not known/available, enter the Privately-Owned Vehicle License Number, along with the License Country Subdivision (State) (if applicable) and the Country that issued the License Number.

  6. To describe the shipment, enter the following (where applicable):

  7. Click on the Save button. The Web Entry page displays with the Entry and Carrier information in static text.

 

>> Return to the Web Entry Process Overview

 

Adding Favorite Facilities

Adding a Favorite Facility

To create a Favorite Facility, the PN Transmitter has to navigate to any Web Entry Facility Enter/Edit page (except Carrier Page).  Each of the facility pages will have a new checkbox ‘Add to my Favorite List’.

  1. Click on the 'Add to my Favorite list' checkbox

  2. Click on Save button.  If the PN Transmitter has selected another facility from the ‘same as’ drop down, the system will display the error message asking the user to clear out either the ‘same as’ selection or ‘Add to my Favorite List’ checkbox selection. Additionally, in case of Producer facility, if the user has selected the ‘Producer Unknown’ and the ‘Add to my Favorite List’ checkboxes, the system will display the error message asking the user to clear out either one. The intent is to have the user enter all the firm data in order to save the facility as a favorite. For those facilities that are US based i.e. US Recipient and Consignee, if the user selects a non-US facility from the list of favorite facilities, the system will display the error message asking the user to select only a US facility.  Additionally, to improve the data quality, the system will enforce entering a valid registration number by way of displaying an error message if the user has selected ‘Add to my Favorite List’ checkbox but has not entered registration number of the facility. Thus, only those firms validated by FMLS will be saved in the Favorite Facility list.

  3. After a facility is saved as a favorite, it will be available to any user belonging to the same company as the user who created it. The user can select the favorite facility by navigating to the Web Entry Facility Enter/Edit page (except Carrier Page) and click on the Find From Favorites button. The system will display the ‘My Favorite Facilities’ page,

  4. Click on the hyperlink for the name of the facility to navigate back to the Web Entry Facility Enter/Edit page.

 

>> Return to the Web Entry Process Overview

 

Editing a Favorite Facility
  1. To edit a Favorite Facility, the PN Transmitter must navigate to the Welcome page and click on the  Manage Facilities button.

  2. In the My Favorite Facilities page, click on the name of the facility that you wish to edit.

  3. The Edit Favorite Facility page is displayed.  Edit the information and click on the Save button.

  4. The My Favorite Facilities page is displayed.

 

>> Return to the Web Entry Process Overview

 

Deleting a Favorite Facility
  1. To delete a Favorite Facility,navigate to the Welcome page and click on the  Manage Facilities button.

  2. On the My Favorite Facilities page, click on the checkbox of the facility that you wish to delete.

  3. The Delete Favorite Facility page is displayed.  Click on the Yes button to delete the facility.

  4. The My Favorite Facilities page is displayed.

 

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Editing and Saving a Web Entry

You may continue to modify Web Entry information until you or someone else in your company has submitted the first Prior Notice for this Web Entry.

  1. Review all of the Web Entry information to make sure that it is accurate.

  2. Click on the Save button to save the data or click on the Cancel button to go to the previous page.

  3. To modify Web Entry information:

    1. Click on the Edit button in any section header.  The appropriate Edit page displays, containing the current data.

    2. Make changes as required and click on the Save button to save your changes.

      Note: Changing the Country of the Submitter or the Importer in the Web Entry may affect associated Prior Notices.  For example, if you change the Country of the Submitter from the United States to the United Kingdom and you have indicated that the Ultimate Consignee in an associated Prior Notice is the same as the Submitter, you will need to enter Ultimate Consignee information for the Prior Notice.

 

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Completing a Web Entry

When you have submitted all Prior Notices you intend to submit for your Web Entry, you must Complete the Web Entry.  Completing the Web Entry indicates to FDA that you are done.  This

will allow U.S. Customs and Border Protection to receive the Prior Notice review decisions in time from the U.S. Food and Drug Administration for all articles in the Web entry. Note that, when completing the Web Entry, the system automatically cancels any remaining associated Prior Notices in Draft status.  After Completing the Web Entry, you may not edit the Web Entry or its associated Prior Notices.  Should you need to make substantial changes, you may cancel incorrect Prior Notices or the entire Web Entry and resubmit the information.  (See the Canceling Prior Notices, Copying Web Entries and Canceling Web Entries topics.)

If you do not Complete your Web Entry before the end of the timely submission period based upon the mode of transportation (2 hours before arrival for Land,  4 hours before arrival for Air or Rail, or 8 hours before arrival for Water), the system completes it automatically.  If the system automatically completes your Web Entry and you need to submit additional Prior Notices for it, copy the Web Entry and continue creating and submitting Prior Notices.

  1. From the Web Entry (View) page, review your Web Entry and Prior Notices to make sure that the information is correct and that you do not need to submit further Prior Notices. If you need to submit other Prior Notices, see the Creating, Editing and Submitting Prior Notices topic.

  2. If you have submitted all Prior Notices you intend to submit for your Web Entry, click on the Complete Web Entry button.  The System prompts you to verify that you are sure that you are ready to Complete the Web Entry and understand the consequences.

  3. Click on the Yes button to Complete the Web Entry.  The Web Entry (View) page displays with the Web Entry status of "Completed".  Note that all Prior Notices that previously had a Draft status now have a Canceled status.

  4. Except if you are sending the Web Entry via International Mail, FDA and CBP suggest that you to print the Web Entry Summary Confirmation and provide a copy to United States Customs and Border Protection (CBP) at the Port of Arrival.  The Prior Notice Confirmation Number must accompany food carried by or otherwise accompanying an individual (1.279(f)). (See the Accessing the Web Entry Summary Confirmation topic.)

  5.  If you are sending the Web Entry via International Mail, note the Shipment Confirmation Number on the Web Entry (View) page and use it to annotate your Customs declaration form.  The Prior Notice Confirmation Number must accompany food carried by or otherwise accompanying an individual (1.279(f)). You may also save or print the Web Entry Summary Confirmation for your own records.  (See the Accessing the Web Entry Summary Confirmation topic.)
     

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Accessing the Web Entry Summary Confirmation

Except for shipments entering the United States via international mail, FDA and the United States Customs and Border Protection (CBP) suggest that the Carrier present a copy of the Web Entry Summary Confirmation at the Port of Arrival.  This one document contains the Prior Notice Confirmation Numbers for all food articles within the arriving shipment and makes it easier for the Carrier to provide each Prior Notice Confirmation Number at the Port of Arrival. The Prior Notice Confirmation Number must accompany food carried by or otherwise accompanying an individual (1.279(f)).

For Mail Entry Types, the Web Entry Summary Confirmation contains the Shipment Confirmation Number you should place on your Customs declaration form before sending the food articles to the United States. You may want to print this or save it for your records. The Prior Notice Confirmation Number must accompany food carried by or otherwise accompanying an individual (1.279(f)).

To print or save the Web Entry Summary Confirmation, do the following:

  1. After submitting all Prior Notices, complete the Web Entry (See the Completing a Web Entry topic).

  2. On the Web Entry (View) page, click on the button.  The Web Entry Summary Confirmation opens as a new page in Adobe Acrobat Reader as a Portable Document Format (PDF) file. [Note: If you do not have Adobe Acrobat Reader, download the free software from Adobe Systems Incorporated (http://www.adobe.com/products/acrobat/readermain.html).]

  3. Select the Save icon, , or the Print icon, , in the upper left-hand corner of the window and follow the Browser prompts to save or print the Web Entry Summary Confirmation.  Again, remember that, except for shipments entering the United States via international mail, for the Web Entry to pass through the Port of Arrival, the Carrier must provide the Prior Notice Confirmation Number to United States Customs and Border Protection (CBP). FDA and CBP suggest that the Carrier present a copy of the Web Entry Summary Confirmation at the Port of Arrival.  

 

>> Return to the Web Entry Process Overview

 

Managing Web Entries

Finding Web Entries

  1. Click on the Find Existing Web Entry button on the home page. The Find Web Entries page displays, listing all Open Web Entries for your company that either have associated Prior Notices in Draft status or do not yet have any associated Prior Notices. From the Find Web Entries page you can also navigate to the Find Prior Notices page using the Find Existing Prior Notice button.

  2. From the Find Web Entries page, you can find existing Web Entries and open an existing Web Entry to view or edit it. Enter or select additional search criteria and then click on the Search>> button, if applicable.  You may filter your search results using any or all of the following criteria:

  3. To find a Web Entry, scroll through the list and view it by clicking on the hyperlink on the Entry Identifier.  If your search criteria apply to more than 15 Web Entries, the page breaks the list into groups of 15 that you can access by using the Next and Previous buttons above the list header. The Total Records Found indicates how many non-purged Web Entries exist within the PN Transmitter’s account.

  4. Click on the Reset button to reset the search criteria to the default values.

 

>> Return to the Web Entry Process Overview

 

Copying Web Entries

  1. On the Web Entry (View) page, click on the Copy Web Entry button.  The Web Entry (Copy) page displays.

  2. Except if the Entry Type is Mail (Commercial), Mail (Non-Commercial Sender), or Baggage, enter the Entry Identifier for the new Web Entry or enable the Not Known checkbox.  For all other Entry Types other than FTZ, IT, T&E, and T&E - Express Courier, only one "Open" Web Entry (i.e., not Completed or Canceled) may have a given Entry Identifier at a time for each Company.

    Note: For Mail (Commercial), Mail (Non-Commercial Sender), and Baggage Entry Types, the system automatically generates a new Entry Number.

  3. If you also wish to copy all associated Prior Notices, enable the checkbox to answer the question.  Doing this will create new Prior Notices in Draft status when the system copies the Web Entry.

  4. Click on the Next>> button.  The Web Entry (View) page displays a copy of the Web Entry and, if you requested it, copies of the associated Prior Notices.  Make changes to the Web Entry as required and then edit and Submit the Prior Notices.

 

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>>Return to the Time Saving Tips for Submitting Prior Notice

 

Canceling Web Entries

  1. On the Web Entry (View) page, click on the Cancel Web Entry button.  If the Web Entry contains Prior Notice(s) with Prior Notice Confirmation Number(s) that were used as evidence of having filed Prior Notice (i.e. Affirmation of Compliance) in a commercial entry submitted to the U.S. Customs and Border Protection's (CBP's) Automated Commercial System (ACS), the system will not allow you to cancel the Web Entry. The system will list the Prior Notice Confirmation Number(s) that cannot be canceled. In this case, you need to cancel the entry in ACS first before you can cancel the Prior Notice. If the Web Entry does not contain any Prior Notices that cannot be canceled, the system prompts you to confirm that you want to cancel the Web Entry, indicating that canceling the Web Entry will cancel any associated Prior Notices in Draft or Submitted status.

  2. Do one of the following:

 

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