Item Customs Declarations

What is it and what is it for?

A Customs Declaration record is simply a Code (the declaration or import-entry number) and the Item it belongs to. By itself it doesn't represent a quantity or a date — it's the "tag" later assigned to stock on each inventory transaction, so you know which import that merchandise came in on (or went out on).

It works together with the Requires Customs Declarations field on the item (on the Items screen). When that option is checked for an item:

• Every transaction line that moves that item (Receptions, Return Receptions, Dispatches, Location Transfers, Inventory Adjustments, Stock Allocations, Physical Count, sales, etc.) must specify the matching customs declaration.
• The system enforces that you can't sell or move more stock than that declaration has available.
• You can create the declaration directly from this catalog, specifying its code and the item.

This traceability is useful for companies that import merchandise and need — for internal control or because customs authorities require it — to be able to identify at any time which import declaration the stock they hold or are selling came from.

How to use it

1. Turn on the feature. Under Preferences / Features, Inventory tab, check the Customs Declarations option. It's only available on the Enterprise plan with the Advanced Inventory module active.
2. Check "Requires Customs Declarations" on each Item that needs to be tracked by declaration. This field can only be changed while the item has no movements recorded under the previous setting.
3. Create the declaration from this catalog (New button), specifying its Code and the Item it belongs to. You can also look it up from the customs declaration lookup inside any transaction line; if it doesn't exist yet, create it here first.
4. Select the declaration on each line of the inventory transactions that move that item. The field is shown next to the Lot and the other traceability controls on the line.
5. View or edit a declaration from the list, or check it before deleting: if it already has associated movements, the system won't let you delete it.

Key capabilities

• The same declaration Code can repeat across different items, but not twice for the same item.
• Fast autocomplete lookup of declarations by Code, filterable by Item, both in this catalog and inside transactions.
• Available-stock tracking by declaration, the same way as with Lots or Serial Numbers.
• Deletion is blocked once a declaration already has inventory movements recorded against it.
• List column customization (show, hide and sort) just like the other catalogs.

Key fields

Validations on save

• Code is required.
• Item is required and must have "Requires Customs Declarations" checked; otherwise the system rejects creating or editing the declaration.
• Duplicates aren't allowed: the same Code can't repeat for the same Item.
• The Item on an existing declaration can't be changed.
• A declaration with inventory movements attached can't be deleted; the system shows you which document(s) are using it.
• On inventory transaction lines: if the item requires customs declarations, the line stays incomplete until a valid declaration is selected; if the item does not require them, the line can't have one assigned.

Availability

• Browsing, creating, editing and deleting Customs Declarations requires the "Items" permission on your user group, with separate levels for each action.
• The full feature (the Customs Declarations catalog, the "Requires Customs Declarations" field on Items and its enforcement on transactions) requires the Enterprise plan with the Advanced Inventory module active.
• It must also be explicitly turned on under Preferences / Features (Inventory tab) as Customs Declarations; while it's off, the "Requires Customs Declarations" field stays hidden on Items.
• If you already have at least one active Item flagged to require declarations, you won't be able to turn this feature off until you delete or deactivate that item.

Tips and common mistakes