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This article applies to:

  • Product: ONESOURCE Global Trade
  • Sub-Product: IMMEX

Work with Digital Files (Summary)

The
Work With Digital
 Files screen makes it easy to visualize the Pedimento Numbers as well as the information that has been imported into the
IMMEX – Digital File
 system. The screen will show the following information:
Information
Description
Pedimento Num
Pedimento Number
MXRFC (Registro Federal de Contibuyentes)
The RFC registration number, issued by Mexico’s tax collection agency, of the company ID from the pedimento.
Payment Date
Payment Date. If the process of downloading the VUCEM information has not been completed, this date will be expressed as
1900-0101.
Operation Type
Import or Export. If the process of downloading information from VUCEM has not been completed, the Type of Operation will be expressed as
Unknown
.
Pedimento Code
If the process of downloading information from VUCEM has not been completed, the Pedimento Code field will be blank.
MX Customs
Customs corresponding to the pedimento.
Docs Related
The number of documents associated to a pedimento.
Docs Completion
The percentage of VUCEM downloaded documents. For example: 20.00% (1 of 5)
Has Header
This option is selected when the document has a header.
Has Detail
This option is selected when the document has complementary information.
In Queue
This option is selected once the downloaded information is in line to be uploaded to the IMMEX – Digital file system.
Status
The operation status after you start searching for VUCEM files.

New Queue (Adding a New Pedimento)

To add new pedimentos to the row.
  1. Click
    New Queue
     to open the
    VUCEM Pedimento
     pop-up. This is how VUCEM information is obtained.
  2. Complete the following parameters:
Parameters
Description
VUCEM Credentials
Enter the Representative Credentials in VUCEM. This can be done by selecting an E-Sign Company from the drop-down.
From
Choose where the pedimento information will be downloaded from.
  • WebService
    :
    The system will use a webservice to connect to VUCEM and obtain the information.
  • Local
    :
    VUCEM information will be taken from pedimentos that already exist in your IMMEX system.
Options
Select the identifier with which you wish to download the information from VUCEM or ONESOURCE IMMEX.
  • MXBrokerID
    :
    Enter the patent number for the Customs agent or selected representative.
  • RFC
    :
    Enter the Customs Agent or the selected representative’s RFC.
After these selections have been made, the pop-up will refresh to show additional filters.
3. Enter the following information so the VUCEM pedimento data can be downloaded:
Downloadable information
Description
Filters
  • If you selected
    MXBrokerID
     in the previous step, you will see an
    MXBrokerID
     field.
  • If you selected
    RFC
     in the previous step, you will see an
    RFC
     field.
  • Enter the corresponding information.
Date Range
Enter the Start and End Date of the pedimento period.
4. Click
Get List
 to continue.
The screen will refresh to show a list of all pedimentos that meet the specified search parameters. Determine which pedimento(s) to enter the IMMEX-Digital File system, check the corresponding box(es), and then click
Save
.
After the system successfully saves the queue, the following message will appear on the screen:
The
Workflow
 mentioned in the system message is configured to run at certain times of the day and uploads the pedimento information to the
IMMEX – Digital File
 system. The information will then be sent to the main
Work With Digital Files
 screen with a status of In
Queue
.
After all pedimento information has been obtained, the status will change:
Status
Description
Complete
All pedimento information was successfully imported into the system.
Incomplete Docs & Data
The pedimento information was not successfully imported into the system.

Upload

By clicking
Upload
 on the top right of the screen, you can upload a single Excel spreadsheet list to associate multiple different files to multiple different pedimentos. To do so, follow the instructions provided here, which are divided in the steps:
  • Download Excel Template
  • Upload List
  • Upload Files
  • Confirm
Download Excel Template
  1. On the
    Work with Digital Files (summary)
     screen, click
    Download Excel Template
    . The file will be download to your local drive.
  2. Open the downloaded Excel file and enter the required data according to the described columns on the following table.
important
Use multiple rows to add different files you want to associate to a single or multiple pedimentos.
Columns Definition PartnerID Your partner identification number. This number is located below your account name on the top right corner of the system screen. PedimentoNum The Pedimento Number you want to associate files to. DocumentType
The document type applied to the document which will be uploaded.
important
The Document Type must match the Code found in the
Global Code Maintenance
 screen.
FileName The exact file name of the document you want to upload, with its extension format. DocumentName An identification name of the file chosen by you. Invoice The invoice number you want to associate.
3. Save your spreadsheet file to your local drive.
Upload List
  1. Return to the
    Work with Digital Files
     screen, and click
    Upload
     on the top right of the screen. The
    Uploads
     screen will be opened in a new tab.
  2. Click
    Upload List
     on the top right corner of the screen to open the
    Upload List
     pop-up.
  3. Click
    Browse for file
     to choose your Excel spreadsheet file or drag and drop the file to the corresponding area.
  4. Click
    Confirm
    .
The system will automatically fill in the
Uploads
 grid with the data you entered in the Excel spreadsheet template and will validate:
  • If the Pedimento declared exists.
  • If there is a document already loaded in the node pointed with the same
    Filename
    .
  • If the invoice informed exists to the Pedimento.
If any errors are reported, you can see them under the
ErrorMessage
 column. Then you can make the appropriate adjustments to the Excel spreadsheet and reupload it. If there are no errors reported, you can continue the upload process.
Upload Files
1. Click
Upload Files
 to select the files you declared in the spreadsheet to be associated to the Pedimento(s).
2. Click
Browse for file
 or drag and drop the file(s) to the corresponding area.
important
The files cannot be bigger than 125MB.
3. Click Upload to confirm or
Cancel
 to close the pop-up.
The system will then validate the uploaded files with the reported files you entered in the Excel spreadsheet.
important
Errors will be displayed in red and warnings in blue under the Error Message column.
Confirm
Once the system validates and accepts all entried data, the
Confirm
 action button will become available and you can proceed clicking it to load the documents to the main page. If you close the screen before clicking
Confirm
, your data will be lost, and you will have to start from the beginning.
After clicking
Confirm
, the following validation message will be displayed
Files are uploading. Please do not refresh the screen
.
The files you entered will be visible in the
Pedimento Digital Files/Data
 screen, which you can open by hovering your cursor to the downward arrow on the entry line of the Pedimento you want to view and clicking
View Files & Data
.
The files will be visible in the
Documents
 tab.

Download

To download the documents of a Pedimento, hover your cursor to the expand arrow of the entry row you want to download and click
Download Documents
.
To download documents from multiple Pedimentos at once, check the boxes of the Pedimentos you want to download and click
Download
. A ZIP file with all the documents will be downloaded to your local drive. In this ZIP file, you will find several ZIP folders, one for each of the selected Pedimentos.

Download Documents by List

If you need to download a list of documents for multiple Pedimentos, for example, for audit purposes, you can use the Multiple Search option.
1. Select
Multiple Search
.
This action opens a pop-up screen.
2. Enter or paste a list of Pedimento numbers separated by commas.
These numbers can’t have special caracters but spacing is optional.
Example with spaces:
20 15 1234 0000001,
21 15 1234 0000005,
21 15 1234 0000015
Example without spaces:
201512340000001,
211512340000005,
211512340000015
3. Select
Launch
.
This action will close the pop-up screen and display the list of Pedimentos on the screen.
4. Check the boxes for the Pedimentos you want to download.
5. Select
Download
.
A ZIP file with all the documents will be downloaded to your local drive.

Additional Options

The
Work With Digital Files
 screen contains the following options, which will appear when the cursor is hovered over the arrow next to the Pedimento Number:
Additional options
Description
VUCEM Pedimento Web Services
Selecting this option will trigger the VUCEM webservice to request information for the specified Pedimento. This option can be used to manually import Pedimento data to the
IMMEX- Digital File
” system without waiting for the Workflow mentioned above to run.
Pedimento Files and Data
Selecting
View Files & Data
 will redirect you to a screen where you can view the information that was imported into the
IMMEX – Digital File
 system.
Extract/Email Files
  • Download Documents
    :
    Selecting this option downloads a ZIP file with the documents of the Pedimento to your local drive.
  • E-mail Documents
    :
    Selecting this option sends the documents of the Pedimento in a ZIP file to your email.

View Files & Data

If
View Files & Data
 is selected, the below screen will appear:

Completed Documents (Documentos Completados)

The
Work with Digital Files (Summary)
 screen can be used to observe the list of Pedimentos with general information in the foreground. One of the grid columns,
Docs Completion
, shows the completion percentage for the documented Pedimento.
According to the Pedimento Code, this must be 100% fulfilled. This can be configured in the Maintenance screen. See the below sub-section for more details. The fulfillment of each file will depend on:
  • The files that have been received electronically by the Customs Agent.
  • The In-Line function of IMMEX
  • The manual deposit of the digital/digitized documents in the folders
This will all depend on how the system was configured during implementation.
To configure the documents by document code and to show the compliance percentage, open the
Maintenance
 menu and select
Documents by Pedimento Code
.

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