331 - Foreign Shipment

Russia Compliance Owners generate the 331 - Foreign Shipment report to capture information about serialized items that are shipped to Russia for import as a non-consignment direct order.

After receiving the 331 - Foreign Shipment report, MDLP sends the 613 - Foreign Shipment Notification to the receiver of the shipment. The receiver then responds to the notification by approving or rejecting items in the shipment.

MDLP sends one of the following notifications to the shipment sender to alert them to the receiver's response:

  • 607 - Accept Notification – The receiver has approved items in the delivery by submitting a 701 - Accept report.

  • 606 - Refusal Receiver Notification – The receiver has rejected items in the delivery by submitting a 252 - Refusal Receiver report.

Configuring the report

  1. Hover over Company Administration on the User Profile in the top right of any screen, and then select Workflow.
  2. Select the Generate 331 - Foreign Shipment Report Resulting Actions checkbox for the Product Shipped workflow Event.

    or

    Select the Generate 331 - Foreign Shipment Report Resulting Actions checkbox for the ESM Product Shipped workflow Event (required if sending and receiving ESM integration messages).

  3. Select Save in the top left of the screen, above the results table.

    The screen refreshes, and the workflow is enabled.

The Russia Compliance application generates the 331 - Foreign Shipment report when TraceLink processes a Product Shipped or ESM Product Shipped event and the following conditions are met in the interface where the event occurred:

  • The products have a Packaging Code Type of GTIN-14 with a Packaging UOM (unit of measure) of Each.
  • The products have a Target Market of Russia.
  • The Ship To Country Code is Russia, and the Ship From Country Code is a country other than Russia, Armenia, Belarus, Kazakhstan, or Kyrgyzstan.
  • The shipment's Funding Source is not Own Funds.
  • The shipment has a Sale Type of Sale - Export or Transfer - Export and the following conditions are met:
    • If the Sale Type is Sale - Export, the Contract Type must not be Consignment Agreement.
    • If the Sale Type is Transfer - Export, the Contract Type must be Commission Sales Agreement or Agency Sales Agreement, or the Supply Type must be Free of Charge Distribution.

The report does not generate if the shipment has a Transaction Identifier Type of Other with an Identifier Value of RU_332, even if the other report conditions are met.

  • In Product Master Data, the products must:
    • Have a PackagingCodeType of GTIN-14 with a PackagingUOM (unit of measure) of each.
    • Have a TargetMarket of RU.
  • The cmn:ShipFromCountryCode is not RU, AM, BY, KZ, or KG.
  • The cmn:ShipToCountryCode is RU.
  • The shipment's cmn:FundingSource is not OwnFunds.
  • The shipment has a cmn:SalesDistributionType of either EXPORTSALE or EXPORTTRANSFER:
    • If cmn:SalesDistributionType is EXPORTSALE, the cmn:ContractType must not be ConsignmentAgreement.
    • If cmn:SalesDistributionType is EXPORTTRANSFER, the cmn:ContractType must be CommissionSalesAgreement or AgencySalesAgreement, or the cmn:SupplyType must be FreeOfChargeDistribution.

Use any of the following messages to generate the 331 - Foreign Shipment report:

  • In Product Master Data, the products must:
    • Have a PackagingCodeType of GTIN-14 with a PackagingUOM (unit of measure) of each.
    • Have a TargetMarket of RU.
  • The tl:shipFromCountryCode is not RU, AM, BY, KZ, or KG.
  • The tl:shipToCountryCode is RU.
  • The shipment's tl:fundingSource is not OwnFunds.
  • The shipment has a tl:salesDistributionType of either EXPORTSALE or EXPORTTRANSFER:
    • If tl:salesDistributionType is EXPORTSALE, the tl:contractType must not be ConsignmentAgreement.
    • If tl:salesDistributionType is EXPORTTRANSFER, the tl:contractType must be CommissionSalesAgreement or AgencySalesAgreement, or the tl:supplyType must be FreeOfChargeDistribution.

Use any of the following messages to generate the 331 - Foreign Shipment report:

Generating the report

  1. Hover over Modules, and then select Serialized Operations Manager.
  2. Expand the Outbound Movement drop-down and then select Create Delivery.
  3. Select the manufacturing location that provisioned the serial numbers from the Show Data From drop-down in the upper right.
  4. On the Enter Delivery Information step:
    1. Enter the unique Delivery Number.
    2. Enter the delivery's Shipment Date (also known as the Transaction Date for compliance purposes).
    3. Select one of the following Sale Types from the drop-down:
      • Sale - Export – A sale and distribution made from one country to Russia.
      • Transfer - Export – A transfer within a company or with a Partner, such as 3PL or contract manufacturer/packager, made from one country to Russia.
    4. Ensure that Correcting Voided Delivery is not selected.
    5. Enter the 2-letter ISO Ship From Country Code (must not be Russia, Armenia, Belarus, Kazakhstan, or Kyrgyzstan).
    6. Enter RU (Russian Federation) as the Ship To Country Code.

    7. Enter the RU - Account Number of the company that currently owns the product in the From Business field.

    8. Enter the RU - Account Number of the company taking ownership of the product in the To Business field.

    9. Enter the name or identifier of the Ship From Location that the From Business uses to identify the location in the MDLP portal (optional).

    10. Enter the RU - Account Number of the Ship To Location.

    11. Enter the name of the port where the shipment enters into the ship to country in the Entry Port field (optional).
    12. Enter the name of the port where the shipment leaves the ship to country in the Exit Port field (optional).
    13. Enter the name or identifier of the delivery's Transportation Carrier (optional).
    14. Select to the right of the Transportation Carrier field to add additional Transportation Carriers to the receipt (optional).
    15. Select the Drop Shipment checkbox if the From Business delivers the shipment to a third-party location for the To Business (optional).
    16. Specify at least one Transaction ID for the delivery:
      1. Select an Identifier Type from the drop-down:
        • Bill of Lading – A carrier-issued document number that serves as a shipment receipt once the product is delivered to the predetermined destination.
        • Destruction Order – The unique identifier of an agreement in which a service provider agrees to destroy product.
        • E-Way Bill Number – The unique identifier of the shipment's E-Way bill.
        • Invoice Number – The unique identifier of the invoice.
        • Nota Fiscal Eletronica – The unique document number and series code of the Brazilian Nota Fiscal.
        • Packing Slip Number – The unique identifier of the Packing Slip.
        • PO Number – The unique identifier of the Purchase Order.
        • PRO Number – Transportation carrier progressive number assigned to an individual shipment.
        • Return – The unique identifier of the Return Authorization document.
        • Sales Order Number – The unique identifier of the Sales Order.
        • Shipment Number – The unique identifier of the shipment.
        • Transfer Number – The unique identifier of the transfer shipment.
        • Other – A document type other than those listed here.
      2. Enter the Identifier Value in the text field.
      3. Select the Document Date from the date picker.
      4. Select Add Another, and repeat the previous steps to add an additional transaction identifier (optional).

      To disable generation of the 331 - Foreign Shipment report (e.g. because some trade partners submit the 332 - Foreign Import report instead) specify an Identifier Type of Other with an Identifier Value of RU_332.

    17. Specify the Contract Type and Supply Type to determine the Russia-defined Contract Type to report:

      To report 1 - Purchase and Sale the Sale Type must be Sale - Export.

      1. Select one of the following Contract Types (optional, must not be Agency Sales Agreement, Commission Sales Agreement, or Consignment Agreement):
        • Competitive Bid – The right to fulfill the order is bid on by manufacturers and awarded to the manufacturer with the most favorable bid.
        • Government Contract – Product is sold under a government or state contract.
        • Private Contract – The buyer agrees to purchase product from the manufacturer.
      2. Select one of the following Supply Types (optional, must not be Free of Charge Distribution):
        • Agency Ordered Destruction – Return of a product for destruction as ordered by a government agency.
        • Contract Manufacturer Buyback – A return sale back to the contract manufacturer.
        • Court Ordered Destruction – Return of product for court ordered destruction.
        • Customs Clearance Distribution – Product that is received into an importer’s warehouse after customs clearance.
        • Customs Sale – Sale of product previously seized by a customs agency.
        • Customs Zone Transfer – Product that is transferred between customs zones.
        • Destruction – Return of product for company-initiated destruction.
        • Re-Export – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B.
        • Re-Export Embargo – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B due to an embargo placed on a product.
        • Re-Export Sanctions – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B due to imposed sanctions.
        • Withdrawn Product Collection – Withdrawn goods are collected and returned to the manufacturer.

      To report 2 - Commission the Sale Type must be Transfer - Export.

      1. Select Commission Sales Agreement as the Contract Type.
      2. Select one of the following Supply Types (optional, must not be Free of Charge Distribution):
        • Agency Ordered Destruction – Return of a product for destruction as ordered by a government agency.
        • Contract Manufacturer Buyback – A return sale back to the contract manufacturer.
        • Court Ordered Destruction – Return of product for court ordered destruction.
        • Customs Clearance Distribution – Product that is received into an importer’s warehouse after customs clearance.
        • Customs Sale – Sale of product previously seized by a customs agency.
        • Customs Zone Transfer – Product that is transferred between customs zones.
        • Destruction – Return of product for company-initiated destruction.
        • Re-Export – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B.
        • Re-Export Embargo – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B due to an embargo placed on a product.
        • Re-Export Sanctions – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B due to imposed sanctions.
        • Withdrawn Product Collection – Withdrawn goods are collected and returned to the manufacturer.

      To report 3 - Agency the Sale Type must be Transfer - Export.

      1. Select Agency Sales Agreement as the Contract Type.
      2. Select one of the following Supply Types (optional, must not be Free of Charge Distribution):
        • Agency Ordered Destruction – Return of a product for destruction as ordered by a government agency.
        • Contract Manufacturer Buyback – A return sale back to the contract manufacturer.
        • Court Ordered Destruction – Return of product for court ordered destruction.
        • Customs Clearance Distribution – Product that is received into an importer’s warehouse after customs clearance.
        • Customs Sale – Sale of product previously seized by a customs agency.
        • Customs Zone Transfer – Product that is transferred between customs zones.
        • Destruction – Return of product for company-initiated destruction.
        • Re-Export – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B.
        • Re-Export Embargo – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B due to an embargo placed on a product.
        • Re-Export Sanctions – Product that is produced in Country A, and then imported into and subsequently re-exported from Country B due to imposed sanctions.
        • Withdrawn Product Collection – Withdrawn goods are collected and returned to the manufacturer.

      To report 4 - Free Transfer the Sale Type must be Transfer - Export.

      1. Select one of the following Contract Types (optional, must not be Agency Sales Agreement, Commission Sales Agreement, or Consignment Agreement):
        • Competitive Bid – The right to fulfill the order is bid on by manufacturers and awarded to the manufacturer with the most favorable bid.
        • Government Contract – Product is sold under a government or state contract.
        • Private Contract – The buyer agrees to purchase product from the manufacturer.
      2. Select Free of Charge Distribution as Supply Type.

    18. Specify the Funding Source used to purchase the shipment (optional, must not be Own Funds):

      • Extra Budget Funds – Funds not included in the budget are used to purchase the shipment.
      • Federal Budget Funds – Federal government funds are used to purchase the shipment.
      • Mixed Budget Funds – Both regional and federal government funds are used to purchase the shipment.
      • Regional Budget Funds – State or regional funds are used to purchase the shipment.
    19. Specify the reason that a product in the shipment is being removed from circulation in the Removal from Circulation Reason Code drop-down (optional):
      • Counterfeit – The product is a fraudulent imitation of the original.
      • Damaged – The product is damaged.
      • Excluded from Registration – The product was not registered.
      • Expired – The product is expired.
      • Falsified – The document for the product is intentionally inaccurate.
      • Lost Consumer Properties – The product has lost its potency (e.g. due to exposure to light or being stored outside of the appropriate temperature range).
      • Recalled – The product is recalled.
      • Substandard – The product does not meet physical or quality standards.
      • Unfit for Consumption – The product cannot be safely consumed.
      • Withdrawn by Manufacturer or MAH – The Manufacturer or MAH has withdrawn the product from the market.
    20. Enter any Comments about the delivery (optional, maximum 200 characters).
    21. Select Next.
  5. On the Order Item Information step (optional):
    1. Select whether to Allow Short Verification Count, which permits the delivery to include fewer serial numbers than the amount entered in the Quantity field (optional).
    2. Specify at least one product included in the delivery in the Order Items table (optional):
      1. Select Add Another.
      2. Enter the product's GTIN in the Product Code field.
      3. Enter the Quantity of items included in the delivery (optional).
      4. Enter an Order Item Number to associate a product's Unit Price, VAT, and Gross Price with a specific set of serial numbers included in the shipment on the Enter Serial Numbers step (optional).
      5. Enter the product's Lot Number (optional).
      6. Enter the lot's Expiration Date (optional).
      7. Enter the Unit Price for the product (optional).
      8. Enter the VAT (Value Added Tax) per saleable unit of product (optional).
      9. Enter the total price per saleable unit of product, inclusive of unit price, taxes, and any additional fees or costs, in the Gross Price field (optional).
      10. Enter the 3-letter ISO Currency Code for the Unit Price, VAT, and Gross Price fields (required if Unit Price, VAT, or Gross Price are entered).
      11. Specify whether the product is Serialized (optional).
      12. Select any Transaction IDs that apply to the Item Code in the same row to associate an Identifier Type with a specific product in the shipment.
    3. Select Next.
  6. On the Enter Serial Numbers step:
    1. Enter the name of the Warehouse Operator responsible for processing the delivery (optional).

    2. Select whether the physical contents of the delivery match the expected contents detailed in the shipment's documentation from the Delivery Inspection drop-down (optional):

      • Not Inspected - The contents of the delivery have not been inspected.
      • Inspected - Passed - The contents of the delivery have been inspected and match the associated documentation.
      • Inspected - Failed - The contents of the delivery have been inspected and do not match the associated documentation.
    3. Enter the date that the product in the delivery is inspected in the Delivery Inspection Date field (optional).
    4. Enter any additional information about the delivery inspection in the Delivery Inspection Note field (optional).

    5. Select whether a delivery's aggregation hierarchy has been verified from the Aggregation Inspection Status drop-down(optional):

      • Verified - The aggregation hierarchy for the delivery has been scanned down to the each level.
      • Unverified - Only the top-level (e.g. pallet) aggregation hierarchy for the delivery has been scanned and the remaining aggregation levels are unknown to TraceLink.
      • Implied - The entire aggregation hierarchy for the delivery is known to TraceLink, but only the top level (e.g. pallet) has been scanned. The lower aggregation levels have been provided previously (e.g in an aggregation or shipment).
    6. Enter Serial Numbers under Enter By List (required if no serial numbers are Entered by Lot):
      • Select Upload Serial Numbers from File:
        • To associate a serial number to an Order Item Number in the Order Items table, add the Order Item Number to the end of the serial number, separated by a comma (e.g. "00932343845839485934, 5"), before uploading the file to TraceLink. Each serial number and its corresponding Order Item Number must be entered on its own row.
        1. Select Choose File.
        2. Browse for and select the desired CSV file.
          3. The CSV file must be smaller than 50MB and cannot contain headers. Only 1 file can be uploaded per session.

        or

      • Select Scan Serial Numbers:
        • To associate a serial number to an Order Item Number in the Order Items table, add the Order Item Number to the end of the serial number, separated by a comma (e.g. "00932343845839485934, 5"). Each serial number and its corresponding Order Item Number must be entered on its own row.
        • Enter the serial numbers (limit of 30,000 characters).

          or

        • Scan the serial numbers (limit of 30,000 characters) with an external scanner.
    7. Specify whether to Automatically disaggregate serial numbers that are aggregated to another number, which disaggregates any child serial numbers in the shipment from their parent containers (optional).
    8. Select the Delivery Complete checkbox to indicate that no additional serial numbers associated with the delivery number are going to be received (optional). This checkbox only displays if an Administrator has configured SOM to receive partial deliveries.
    9. Enter Serial Numbers under Enter By Lot (required if no serial numbers are Entered by List):
      When shipping aggregated product by lot number, all packing levels and all serial numbers included in those packaging levels are included in the shipment, even if they do not share the same Item Code.
      1. Select Lot.
      2. Enter the Item Code associated with the serial numbers.
      3. Enter the Lot Number associated with the serial numbers.
  7. Select Submit.

    The View Deliveries screen displays, and the shipment is created.

Prerequisites

Before adding serial numbers and submitting the delivery in Smart Inventory Tracker the following conditions must be met:

To submit the shipment

  1. Open the Smart Inventory Tracker app on the mobile device.
  2. Select the Options icon at the top of any screen.
  3. Select Ship.
  4. Enter the Delivery Number:
    1. Scan the barcode.
      or
      Enter the delivery number manually, and select Submit.
    2. If the delivery number already exists:
      1. Select the desired combination of Delivery Number, From Business, and Ship From Location from the list of delivery numbers.

        2. or

      2. Select the Add icon to create a new shipment with the existing delivery number.
      If multiple deliveries are received in a single receipt, all delivery numbers contained in the receipt display with a space as a separator.
      Selecting a suspended Delivery Number resumes that delivery.

  5. Enter the Serial Number to associate with the Delivery Number:

    • Scan the barcode.

      or

    • Enter the serial number manually and select the Submit icon.

    • Product – Displays the packaging code associated with the serial number. Mixed displays for SSCCs with multiple lot numbers or no lot number defined.

    • Lot – The batch or lot number associated with the product. Mixed displays for SSCCs with multiple lot numbers or no lot number defined.
    • Expiry – The expiration date associated with the serial number's lot. Mixed displays for SSCCs with multiple lot numbers or no lot number defined.
    • Quantity – The number of each-level serial numbers with the same product and lot number as the current Serial Number associated with the delivery, compared to the number of each-level serial numbers expected in the delivery, based on that order item in Serialized Operations Manager. Displays only the quantity associated if the delivery number does not have order items specified. View Products displays for SSCCs that contain children for multiple order items.
  6. Repeat the previous step for any other serial numbers that must be shipped.
  7. Select the button that displays, depending on the company or location's configuration:

    • If Ship displays:

      1. Select Ship.

      2. Select Yes in the confirmation dialog box.

        Smart Inventory Tracker asynchronously sends the delivery number and associated serial numbers to Serialized Operations Manager, which then updates the Item Status of the serial numbers and their children, if aggregated, to Shipped.

    • If Submit displays:

      1. Select Submit.
      2. Select the Ship the delivery in the dialog box.
      3. Select Submit.

        Smart Inventory Tracker asynchronously sends the delivery number and associated serial numbers to Serialized Operations Manager, which then updates the Item Status of the serial numbers and their children, if aggregated, to Shipped.

Tips

  • To remove a serial number from the delivery, scan or enter it a second time, and select Yes in the dialog box.
    • If the Don't show me this message again checkbox in this dialog box was previously selected during the current delivery, the serial number is automatically removed from the shipment without confirmation.
  • To view a list of the Products (designated by item code), Lots, and Quantities associated with the delivery number, select Products.
  • To view all serial numbers associated with the delivery number, select Serial Numbers.
  • To suspend a shipment, select the Suspend icon in the upper right, and select Yes in the dialog box.

    Smart Inventory Tracker saves all serial numbers added to the delivery number, and the delivery can be resumed at a later time by any user.

  • To cancel a delivery, select the Cancel icon in the upper right, and select Yes in the dialog box.

    Smart Inventory Tracker removes all serial numbers associated with the shipment, but the delivery number still exists in Serialized Operations Manager.

  • Multiple warehouse operators can add and remove serial numbers from a shipment at the same time. The Quantity, Products, and Serial Numbers update based on the actions taken by other users since the last time the warehouse operator entered a serial number.
  • For smartphone users, Smart Inventory Tracker automatically opens the camera to scan barcodes.
    • Select the Close icon to disable the camera.
    • Select the Open icon to enable the camera.

Compliance report details

  • Report Date – The date and time that the report generated.
  • Report ID – The report's MDLP document ID.
  • Report Type – 331 - Foreign Shipment.
Field Description Sourced From MDLP Report Element
Manufacturer ID

The identifier of the MAH.

 Product Master Data for the Item Codes in the shipment. subject_id
Manufacturer Name The name of the MAH. Company Master Data, the name associated with the identifier of the Manufacturer ID. Not reported
Seller ID

 

The identifier of the company that sent the shipment.

 From Business in the shipment. seller_id
Seller Name The name of the company that sent the shipment Company Master Data, the name associated with the Seller ID. Not reported
Receiver ID

The identifier of the company that receives the shipment.

 

 To Business in the shipment. receiver_id
Receiver Name The name of the company that receives the shipment. Partner Master Data, the name associated with the Receiver ID. Not reported
Customs Location ID The identifier of the location (i.e. customs warehouse) that the shipment is sent to. Ship To Location in the shipment. custom_receiver_id
Customs Location Name The name of the location (i.e. customs warehouse) that the shipment is sent to. Company or Partner Master Data, the name associated with the Ship To Location. Not reported
Operation Date

The date that the shipment is sent.

 Serialized Operations Manager shipment date. operation_date
Contract Type

The type of contract that applies to the shipment.

Displays as one of the following, which indicates information about the shipment:

  • 1 - Purchase and Sale – The Sale Type is Sale - Export, the Supply Type is not Free of Charge Distribution, and the Contract Type is not Commission Sales Agreement, Agency Sales Agreement, or Consignment Agreement.
  • 2 - Commission – The Sale Type is Transfer - Export, the Contract Type is Commission Sales Agreement, and the Supply Type is not Free of Charge Distribution.
  • 3 - Agency – The Sale Type is Transfer - Export, the Contract Type is Agency Sales Agreement, and the Supply Type is not Free of Charge Distribution.
  • 4 - Free Transfer – The Sale Type is Transfer - Export, the Supply Type is Free of Charge Distribution, and the Contract Type is not Commission Sales Agreement, Agency Sales Agreement, or Consignment Agreement.
 Contract Type in the shipment. contract_type
Document Number The number on the quality document associated with the items.

The Transaction ID in the shipment.

TraceLink prioritizes the transaction Identifier Type to include in the report in the following order:

  • Invoice Number
  • PO Number
  • Shipment Number (ASN)
  • Packaging Slip Number
  • Sales Order Number
  • Transfer Number
  • Bill of Lading
  • All other Identifier Type options
 doc_num
Document Date The date printed on the quality document associated with the items. Document Date associated with the reported Transaction ID in the shipment. doc_date
  • Response Received – The date and time that TraceLink received a response message from MDLP.
  • Response Type – The response code from MDLP.
  • Status – The status of the report with MDLP.
  • Error Code – The error code returned by MDLP, if applicable.
  • Error Description – The description of the associated Error Code.

MDLP notification details

  • Report Date – The date and time that the report generated.
  • Report ID – The report's MDLP document ID.
  • Report Type – 607 - Accept Notification.
  • Notification Receiver ID – The identifier of the company that receives the notification.
  • Notification Receiver Name – The name of the company that receives the notification, sourced from Company Master Data (this information displays but is not received in the notification).
  • Operation Date – The date contained in the notification.
  • Acceptor ID – The identifier of the location that approved the items in the shipment.
  • Acceptor Name – The name of the location that approved the items in the shipment, sourced from Partner Master Data (this information displays but is not received in the notification).
  • Suspended Goods Accepted – Indicates suspended goods (this information is optional in the report and can display without a value).
  • Report Date – The date and time that the report generated.
  • Report ID – The report's MDLP document ID.
  • Report Type – 606 - Refusal Receiver Notification.
  • Notification Receiver ID – The identifier of the company that receives the notification.
  • Notification Receiver Name – The name of the company that receives the notification, sourced from Company Master Data (this information displays but is not received in the notification).
  • Operation Date – The date contained in the notification.
  • Reason – The reason that the items in the shipment are rejected.
  • Refuser ID – The identifier of the location that rejected the items in the shipment.
  • Refuser Name – The name of the location that rejected the items in the shipment, sourced from Partner Master Data (this information displays but is not received in the notification).
  • Suspended Goods Refused – Indicates suspended goods (this information is optional in the report and can display without a value).