Introduction to Automated Export System

The process of exporting goods is not only highly complicated with several phases, parties, and components involved but also one that is incredibly busy. Thousands of export shipments are processed every day in the US — in February 2022, the country exported goods worth approximately US$8.2 billion daily on average.

That translates into billions of bytes of data generated daily in ports, and a large percentage of such export shipments is through various maritime channels. The overwhelming amount of information makes it nearly impossible for port authorities, the US government, and trade analysts to quantify the data related to each maritime export.

The Census Bureau has resolved this problem using automation. To automate information collection for export shipments made by traders throughout the country, the US Census Bureau uses an electronic tool called the Automated Export System (AES). This system helps them gather vital information in digitized format, officially known as Electronic Export Information (EEI).

What is the main purpose of AES?

The main purpose of the tool is for exporters to digitally file EEI online with the export authorities before export shipments are made. To elaborate further;

Providing an efficient avenue for EEI collection

EEI consists of allconsists all the vital details regarding any batch of goods being shipped from the US. AES is a unified platform that simplifies the process of filing this information with the relevant trade authorities. The possibility of filing EEI digitally streamlines the overall logistics process and eliminates unnecessary paperwork. Moreover, users can use multiple platforms such as AESDirect, AESPCLink, and others to file this information into the AES.

Also Read: What’s the difference between Freight Collect and Freight Prepaid?

Enabling multiple parties to file EEI

The AES is a highly flexible online system, especially with the inclusion of ACE. The ACE tool enables multiple parties — exporters, freight forwarders, 3PL workers, and other parties approved by the original exporter to carry out filing operations on their behalf. Such parties can sync tools such as AESDirect, AES EDI/VPN, any other in-house developed software, or any software purchased from a third-party service provider with ACE for filing EEI online.

The AES tool exists to collect and transmit export-related information to the concerned regulatory agencies, such as the Bureau of Industry and Security, the Directorate of Defense Trade Controls, and similar other bodies. The information transmitted through this process is accurate and reliable, and it can be used for maintaining year-end export and import records.

Verifying license for exports

Certain export shipments involve licenses and permit approvals before they can be cleared for export. The AES provides a unified platform for exporters to receive this approval from the regulatory bodies.

Reporting and analytics

The data collected in the AES can be used as a metric for export statistics to know which kinds of goods are exported the most. With big data analytical tools based on AI and machine learning, the trends within this information can be ascertained to forecast how they will affect the overall US economy.

Benefits of AES

Before the AES was incorporated in all vessel ports across the US in 1996 to fill and track export information, the provisions for data management in ports across the country were inadequate. Apart from streamlining data collection, AES brought several benefits to daily maritime operations in the US, including:

Cost reduction

AES automates the process of export and information collection. This reduces the level of paperwork and red-tapism involved in exporting goods. This reduces the expenditure on resources by exporters. After all, it has been observed that the usage of AES saves millions of dollars per year for exporters.

Dangerous goods tracking

From the point of view of the Censor Bureau and other export-related public bodies, the tool helps them detect and track dangerous or suspicious goods before they’re cleared for export. AES also provides a place for businesses to find their export history and other data. The vast quantities of data generated using AES can help businesses find new markets and understand various export trends. As a result, businesses can use the online tool to not only file EEI but also find a competitive advantage simply by employing analytical tools to use this data.

Receive and edit export information

AES lets exporters and the export-based authorities edit data on the documents uploaded online in case there are any errors or inadequacies in them. This ensures that there is no lag in the process of export due to information shortage in the documentation.

How is Automated Export System (AES) data collected?

The export declaration data is collected every time a user makes entries into it through AESDirect or any other platform. This information is received by the Census Bureau, Bureau of Industry and Security, the Directorate of Defense Trade Controls, and other federal agencies. The EEI is collected through multiple digital avenues. The AES is the main instrument through which the US government collects export trade data.

Which Information Is Collected With The Automated Export System?

International traders have to feed EEI (Electronic Export Information) into the AES platform. This digitized information replaces the shipper's export declaration form or SED form used earlier to declare goods before shipments.

How AES works

At the beginning of the export process, the exporter (or their representatives, such as a freight forwarder) can add and transmit EEI online using the ACE platform. This information is transmitted to the importer (or their representatives) through the AES tool. The tool validates the data and generates a confirmation or error message back to the original filer (if any). The tool can also provide a receipt of booking, as well as the export manifest (within 10 days after an export) electronically to the exporter and other concerned parties.

What is AES export filing?

EEI or Electronic Export Information needs to be uploaded onto the AES for goods having a Schedule B number (all goods exported from the US are tagged with this 10-digit number) if their value exceeds US$ 2500. Essentially, AES export filing is equivalent to the declaration of goods before they’re cleared for export. AES filing is required for the Census Bureau to collect and compile export statistics.

How Do I File with AES

Filling EEI into the AES platform is a step-by-step process:

  1. Exporters can use the ACE portal to type their shipment information onto the AES platform. Firstly, they need to create an account in the ACE portal, after which they will be asked to log in and redirected to the AESDirect screens. Then, users can type in all their shipping information.
  2. Once users are on the AESDirect portal, the second step involves making a unique ACE username and password. While exporting goods, the exporter needs to ensure that the account type selected is 'exporter'. Alternatively, the 'exporter' role can be added to the user's account too. Users who do not have an 'exporter' account can specifically apply for one through this link on the CBP website.
  3. Once account creation is done, users need to log into the portal and accept the AESDirect certification statements. After account verification, users will be allowed into the portal when they select their company's name mentioned there and press the button 'Select and Continue'. If during this verification process, their company's name cannot be found, they can contact the ACE Account Service Desk at (866) 530-4172, option 1.
  4. After account verification, users will land on an ACE screen. After that, they will need to select the 'Accounts' tab. They will then have to select the 'exporter' option on this tab before clicking the 'Go' button.
  5. In the next step, users need to click on the 'Submit AESDirect Filings' task, before checking the check boxes next to each AES Certification Statement after reading them carefully. After this, users must click on the 'Accept' button on the page.
  6. After clicking 'Accept' users are redirected to the AESDirect Shipment Manager where they can view their shipment-related information. This is the process of logging into the AESDirect page for the first time.
  7. When users log in again to the ACE portal, they can click on the Submit AESDirect Filings task. After this, they need to click the Create Export Filing button on the AESDirect screen.
  8. After that step, users need to fill in shipment information on multiple screens users can see there (Shipment, Commodities, Parties, and Transportation).
  9. Once, users are convinced that they have adequately filled the screens adequately, they can press the green-colored 'Submit Filing' button. If the information contains errors or inadequacies, users will receive a message that their 'Filing Contains Errors'. After correcting each highlighted error, users can press 'Submit Filing' again.
  10. Once the filing is accepted, users receive a ‘thumbs up’ pop-up message. After closing their shipment, users are redirected to the AESDirect Shipment Manager page, wherein they will be able to view their Internal Transaction Number (ITN).
  11. Users can then click the 'GetITN' button, which will copy the number and then print it on the appropriate export documents. This number will also be sent to the registered user email ID.
  12. An 'Accepted' status means that users have completed their EEI filing on the AES system.

A comprehensive guide for users to find their way around AESDirect platform can be found here.

Also Read: Automated Manifest System (AMS) - Meaning, Filing & Fees

AES Application Process

The first step in AES application involves filing a Letter of Intent (LOI) online. This document AESDirect do not need to do so as their registration process already takes care of that requirement. The next step involves selecting one of the following interfacing options for using AES. Users can select from one of these: using the services of a premium AES service center, building their own AES program, purchasing certified AES software from a technology vendor, or using AESDirect or its enhancements.

For users creating their own interface (self-coders), options such as Propreitory CBP, ANSI X.12, and similar options are available on the page titled 'Technical Documents' under AESTIR.

Client representatives from the CBP and Census will verify whether an applicant's systems are capable of sending and receiving AES data. This is verified by them by conducting certain evaluation measures to check whether their system possesses the requisite capabilities for the same. Such authorities provide certifications based on such evaluations.

Who can file export details on the AES?

The exporter can file for exports, or they could select a freight forwarder for the function. Additionally, any party who has the approval of the exporter can file in the AES. Technically, either a US principal Party in Interest (USPPI), their agent, or the authorized agent of Foreign Principal Party in Interest (FPPI).

What is the AES filing fee?

Normally, freight forwarders may charge US$30 to US$35 for filing export-related data on behalf of an exporter.

How does one get their AES number?

The AES or Schedule B number is essential for tracking export shipments and maintaining data for future use. To get the number, exporters can contact the Census Bureau at 1-800-549-0595. Otherwise, they can visit the US International Trade Administration for the Schedule B search tool and steps.

When is the latest before an export that one can file EEI on AES?

The timeframes for EEI filing are as follows at least two hours prior — for non-International Traffic in Arms Regulations (ITAR) shipments — and eight hours prior — for ITAR shipments — before an export.

When should EEI filings be made?

Shippers need to file EEI for shipments from the US, Puerto Rico, or the US Virgin Islands to international destinations; for shipments between the US and Puerto Rico; and for shipments from the US or Puerto Rico to the US Virgin Islands.

Additionally, EEI should be filed in the case of:

  • Additionally, shipments containing rough diamonds (classed under harmonized tariff schedules 7102.10, 7102.21 and 7102.31)
  • If a shipment has anything to do with any regulation under the US ITAR or the US Foreign Trade Regulations.
  • If a shipment requires a US government export license or permit

In what instances are exporters exempt from EEI filing?

  • Generally, shipments from the US to Canada are exempt (except, if the process requires an export license or permit, involves rough diamonds, if a shipment transits Canada, or involves the US ITAR)
  • Shipments from the US or Puerto Rico to global US territories: such as American Samoa, Guam, Wake Islands, Commonwealth of the Northern Mariana Islands, Howland Islands)
  • From the US Virgin Islands to the US, US territories, or Puerto Rico

What are the differences between ACE & AES?

  • ACE is the tool using which traders can report export shipment data on AES, which is the tool that involves export filing. The data filed on the AES reaches bodies such as the US Customs and Border Protection, the Directorate of Defense Trade Controls, and several other federal bodies.
  • ACE allows exporters to file export data using AESDirect, AESPCLink, or other compatible solutions. The AES tool does not involve such extensions.
  • The ACE is a unified solution for users to fill information, while the AES deals with passing and recording information for future use by regulatory bodies.