WEPF System - Philips
WEPF SystemUSER MANUALPHILIPS ELECTRONICS NORTH AMERICAPhilips Corporate FiscalTrade & Customs(Andover, MA USA)Rev.: 2013 JANUARY 1,This manual describes how to access and maintain theWEPF (Web Enabled Parts File)(Formerly known as the Philips Electronics North America Parts Database)
VPHILIPS WEPF SYSTEMTable of ContentsTable of Contents1.0 INTRODUCTION . 41.1 Philips Web Enabled Parts File (WEPF) . 41.2 An Informational Database . 41.3 Benefits . 51.4 WEPF User Manual . 52.0 NAVIGATING THE WEPF . 62.1 Logging In. 62.2 Philips Employee Access . 72.3 Forgot Your Password . 72.4 New Users . 82.5 Part Master Searches . 92.6 Browse Part Master . 102.7.1 Single Variable Searches . 112.7.2 Multiple Variable Searches . 122.7.3 The “Others” Variable . 133.0 VIEWING PART DETAILS . 133.1 BASIC DATA TAB. 143.1.2 ORU/FUNLOC . 153.2 OTHER GOV TAB . 153.2.1 Food and Drug Administration: FDA . 163.2.2 FDA Product Code & FDA Registration, FDA DEV & 510K . 163.2.3 FDA Import Qualifier and FDA Import Conditions . 183.2.4 Device Foreign Importer/Device Foreign Exporter . 193.2.5 FDA2877- System generated . 203.2.6.5 Federal Communication Commission FCC . 213.3 Toxic Substance Control Act TSCA . 223.4 Department of Transportation . 243.3 SPECIAL TRADE PROGRAM TAB. 253.4 AUDIT TAB . 263.1.10 Letter of Explanation . 273.1.11 Evidence and Ownership . 283.5 TRADE ACTION TAB . 303.6 EXPORT CONTROL TAB. 314.0 DATA INPUT & INTEGRITY . 36WEPF Renewed 2013, January 01First Published July 31, 20042 Page
VPHILIPS WEPF SYSTEM4.1 Data Integrity . 364.2 Where does the data come from?. 364.3 Customs Control Officer/Export Control Officer Responsibility . 364.4 PENA Customs Analyst Responsibility . 375.0 DATA INPUT AND FORMAT. 38Part Master Record Complete Definition . 396.0 ALTERNATIVE ACCESS TO WEPF INFORMATION . 406.1 Nationally Approved Customs Broker Responsibility . 406.2 Alternative Netscape access NOT INTERNET EXPLORER . 416.3 Help for Third Party Service Providers . 427.0 REFERENCE INFORMATION . 518.0 ADMINISTRATORS . 1118.1 UPLOADING PARTS . 111Errors in the uploaded WEPF files . 1149.0 MODIFICTIONS. 118WEPF Renewed 2013, January 01First Published July 31, 20043 Page
VPHILIPS WEPF SYSTEM1.0 INTRODUCTION1.1 Philips Web Enabled Parts File (WEPF)Philips Corporate IT created the WEPF (formerly called “The PENA Parts Database”) in 1984, based on specifications1provided to them by the Philips Electronics North America Customs/Export Control Department. Its primaryfunction is to maintain on, an article level, tariff classification and other trade related data, in order to facilitate the2 3import and export of these articles. The WEPF must be utilized by approved Customs brokers in the United States4to ensure consistent and accurate classification of imports, as well as other government agency (OGA) reporting. Itproduces documentation to support both Customs and OGA reporting as well as a 5 year audit history of this data.Secondarily, it provides links to wide variety of references, which help the users identify the required information.January 1, 2013 it was released with a new professional look and feel as well as additional support for the use ofFree Trade Agreements.1.2 An Informational DatabaseThe WEPF is not a classification tool. It is not a logic based system for the determination of import or exportclassification. These classifications must be determine by a person and uploaded into the WEPF, an informationaldatabase. It contains the export classification on an article level basis. REMINDER the Philips’ logic based systemfor proper license determination is PROTECT.The information in the WEPF is separated into five data categories, which correlate to the five database screens:Basic data, Other Government agency data, Special Trade Program data, Audit Data and Export Control Data.1The information requirements and design were provided to CIT, by Katherine Terricciano, North American Philips Corporation CustomsManager. Originally written in COBOL (Customs Business Oriented Language) as a CICS (Common Information Control System) application, it wasreleased in 1984. She provided CIT with expanded requirements and Microsoft Access database design in July 1994. The enhanced designenabled information required for both the importation and the exportation of articles to be maintained in the WEPF. The validation behind datainput was greatly enhanced therefore eliminating duplicate and incomplete records. A complete Harmonized Tariff file with related special tradeprogram, and other government agency information was added for reference. Trade action information for Anti-dumping and countervailingduty actions specific to Philips imports appeared in the file. Compliance Audit information supporting the classification decision such as rulings,explanatory and section notes was included in the database. All data elements defined in the Customs and Trade Automated InterfaceRequirements (CATAIR) were added and direct access was provided to external Customs brokers. Additional functionality was provided underthe PENA CIT Y2K project in 1999. Periodic enhancements were made from 1999-2011. It was again redesigned over the course of 2012 in PHPHypertext Preprocessor and released anew January 1, 2013.2Articles are systems, finished goods, subassemblies, components, raw materials, etc.in any form, manufactured, purchased, sold, received orexchanged.3As of January 1, 2013, the WEPF includes articles imported, exported or utilized by Philips companies located in the United States. It cansupport the maintenance of information for articles traded between Philips entities located elsewhere.4Complete requirements are located in the National Customs Broker Standard Operating ProcedureWEPF Renewed 2013, January 01First Published July 31, 20044 Page
VPHILIPS WEPF SYSTEM1.3 BenefitsThe WEPF allows critical information required for the import and export of articles by Philips companies to beshared across business groups, product divisions and lines of business, regardless of the ERP system utilized by thatbusiness. Populating the file with the ‘other government agency’ data reduces the time spent by the ProductDivision in accessing and distributing this information. As a best practice, it is an effective component of the PhilipsImporter Self-Assessment Program, the Philips Customs and Export Control compliance system and the PhilipsInternal Control System. It contributes to the maintenance of our low risk importer status. It demonstrates ourcommitment to the our mission “to increase shareholders value by minimizing the corporation’s duty burden whilemaintaining compliance with the Department of Homeland Security Customs and Border Protection and Bureau ofIndustry & Security laws, rules and regulations”.1.4 WEPF User ManualContained in this manual are WEPF instructions on how to access and maintain various sets of data including screenshots with step-by-step instructions. There are 2 methods used for accessing a current version of this manual.(1)Corporate HQ Manual on Corporate Customs USCorporate Import Policies – Section P3.Chapter 3:US Import Standard Operating Procedures (SOP)WEPF Renewed 2013, January 01First Published July 31, 2004(2)ORFrom every WEPF page,click on the “Documentation User Reference Manual’found on the bottom top right of the eachWEPF webpage.5 Page
VPHILIPS WEPF SYSTEM2.0 Navigating the WEPFThe WEPF can be accessed through the Corporate Customs US Corporate Import Policies website or direct access tothe URL.(1)Corporate Customs US Corporate Import Policies– Section P3.Chapter 3: US Import StandardOperating Procedures (SOP)(2)OR(3)Direct Access to URL http://161.88.254.28:8080/WEPF/HomeCli2)2.1 Logging InClick Login on the right side ofthe screen in order to access thelogin screen.You will see your user ID to the right of the Welcome, whenyou are successfully logged in.WEPF Renewed 2013, January 01First Published July 31, 20046 Page
VPHILIPS WEPF SYSTEM2.2 Philips Employee AccessIf you are a Philips employeewith an existing WEPF account,your user ID is now your Code1ID, although your password hasnot been changed.Follow the instructions byentering your user name andpassword.You will have read only access tothe information on the WEPF.2.3 Forgot Your PasswordIf you don’t remember yourpassword, click here to resetyour password.WEPF Renewed 2013, January 01First Published July 31, 20047 Page
VPHILIPS WEPF SYSTEM2.4 New UsersIf you are a new user click Register and a new registration screen will appear.Complete the registration screenby following the instructions andclick Register.If you are a Philips employee useyour Code1 ID as yourUsername.You have an option to use yourCode1 password or choose adifferent password.If you are a non-Philips user yourpassword is a minimum of 6alphanumeric characters but nospecial characters.WEPF Renewed 2013, January 01First Published July 31, 20048 Page
2.5 Part Master SearchesThere are six (6) drop downoptions under Part Master.Browse Part MasterDisplay Parts HistoryDisplay PartMaster AnalyticsDownload Parts TemplateDownload Gen. Link Files TemplateGen. Cert of OriginThe first is Browse Part Master.Click on Browse Part Master.Note: Most users have read only access to the information in the WEPF. A limited number of users areAdministrators. Administrators will see 8 drop down options on the Part Master tab. Informationregarding the additional functions granted to administrators, is contained in the Administrator Section ofthis manual.
VPHILIPS WEPF SYSTEM2.6 Browse Part MasterThe Browse Part Master screenwill be visible. All visible boxescan be completed to access databased on a specified variable,including partial variables. Theresult key information includingcountry of origin, the tariff codeand the date the record wasinput or updated. Additionaldetail is available when you clickthe magnifying glass next to therecord.This is the result of the partnumber variable 927903400121.You can get a PDF of all the datain the WEPF for a particularrecord by clicking the PDF icon atthe bottom of any screen.Resulting PDF filePartsDetail 1.pdfTo clear the selection and speed upthe next search click resetWEPF Renewed 2013, January 01First Published July 31, 200410 P a g e
VPHILIPS WEPF SYSTEM2.6.1 Single Variable SearchesPart Number 8 digit search examplePart Number 8 variable searchThis is the result of the input92790340 the first 8 digits in apart number.Description Variable SearchThis is the result of thedescription variable “ultravioletlamp”You can see that there are 15pages of results with only pageone displayed. Click the singlescreen advance to move forwardthrough the results one page ata time.OrSelect the page you wish todisplay.The Tariff Codes are different sincesome items are drivers (ballasts)and some items are lamps.WEPF Renewed 2013, January 01First Published July 31, 200411 P a g e
VPHILIPS WEPF SYSTEM2.6.2 Multiple Variable SearchesE.G. Country of Origin, Tariff Code, DescriptionMultiple VariablesHere is an example of a multiplevariables i.e. country of origin“PL” (Poland), Tariff code8539490040, containing thewords Ultraviolet Lamp in thedescription.You can export the results ofyour variable search to excel byclicking “Export to Excel”. If theresulting file is too large you willbe prompted instead to “Exportto Text”.On line record deletionIf you have administrativeprivileges and wish to deletearticle(s) immediately onlinebrowse to access the record(s) byany available data element.You can delete one record at atime by clicking the delete icon.WEPF Renewed 2013, January 01First Published July 31, 200412 P a g e
VPHILIPS WEPF SYSTEM2.6.3 The “Others” VariableThe “others” variable enablesthe input of other items in thedatabase as variables.Note that the list is in the orderof the data fields in thetemplate, rather than inalphabetical order.Select the type of variable andthen input the condition in thenext field.3.0 Viewing Part DetailsFive Data CategoriesOnce you select a record via theview magnifying glass, you havevisibility to each of the fivecategories of data:Basic Data, Other Gov, SpecialProgram, Audit, Trade Actionand Export ControlWEPF Renewed 2013, January 01First Published July 31, 200413 P a g e
VPHILIPS WEPF SYSTEM3.1 Basic Data TabBasic Data TabThe basic Data tab provides allthehighlevel“basic”information on the record.Place your cursor over any bluetext to see expanded tool tipinformation.Move your cursor and the tooltip will close.As indicated in the legend thegreen circle L is a look up icon.Click the icon and you will belinked to the look up table.The Legend shows icons and what they represent.World Icon- Internet click action will take you to a designated internet siteP –Intranet - click action you will be taken to a designated intranet site.L-Lookup Table- click action will take you to a designated lookup table.G-Generate PDF- will generate a designated PDF fileWEPF Renewed 2013, January 01First Published July 31, 200414 P a g e
VPHILIPS WEPF SYSTEM3.1.2 ORU/FUNLOCVarious functions in the WEPF utilize depend on knowing the ORU/Funloc. Active ORU’s aredownloaded from the active SharePoint site. ORULookup Funloc TableThis is the result of clicking onthe funloc lookup Icon.Click okay to close any openlookup table. Invoice to funloc isa mandatory data element in theWEPF. Invoice from funloc is nota mandatory data element in theWEPF.3.2 Other Gov TabThe WEPF maintains a record of the information required on imported items regulated by governmentagencies. The WEPF refers to them as other government agencies (OGA).Other Gov TabThe next data section is OtherGov. If applicable you will seethe related government agencyreporting information on thisscreen. The field titles are colorcoded for relational assistance.Red FDA related fields Aqua FDA radiation emitting DarkBlue FCCWEPF Renewed 2013, January 01First Published July 31, 200415 P a g e
VPHILIPS WEPF SYSTEM3.2.1 Food and Drug Administration: FDA3.2.2 FDA Product Code & FDA Registration, FDA DEV & 510KThe internet icons to the rightof FDA Product code link you totwo different FDA sites whichcan assist with the confirmationof required data. Note you canaccess these sites using theseicons from any part record asthey are not part specific.This first icon brings you to theFDA Product Code Builder.The second icon brings you tothe Radiation Emitting ElectronicProduct Codes. It also enablesyou to jump into any related FDAlinks.WEPF Renewed 2013, January 01First Published July 31, 200416 P a g e
VPHILIPS WEPF SYSTEMThe FDA DEV Number interneticon brings you to the FDAEstablishment Registration &Device Listing site.The 510K Premarket Numberinternet icon links you to theFDA 510K Premarket Notificationsite.You can copy your 510K beforeyou go there so you can paste itin the site to see the details for aparticular 510K. Or you can lookup any other 510K number.WEPF Renewed 2013, January 01First Published July 31, 200417 P a g e
VPHILIPS WEPF SYSTEM3.2.3 FDA Import Qualifier and FDA Import ConditionsPlacing your cursor on any greenL lookup icon and you will belinked a look up table withdetailed definitions.FDA2877 Import ConditionFDA Import Condition- viewonline to see the complete file.FDA 2877 Qualifier- view onlineto see the complete file.WEPF Renewed 2013, January 01First Published July 31, 200418 P a g e
VPHILIPS WEPF SYSTEM3.2.4 Device Foreign Importer/Device Foreign ExporterAll domestic and foreigncompanies registered with theFood & Drug administrationhave been uploaded into thisapplication.The CustomsBroker can access the DeviceForeign Exporter DFE andDeviceInitialImporternumbers.Click the search Icon andfollow the instructions.Complete a minimum of twovariable fields to limit thesearch results.Scroll through the resultsstopping on the company tosee the corresponding DFE orDII number. Note that bothfiles contain domestic andforeign firms.WEPF Renewed 2013, January 01First Published July 31, 200419 P a g e
VPHILIPS WEPF SYSTEM3.2.5 FDA2877- System generatedIf you need to print an FD2877and the record contains all ofthe appropriate information inthe FDA data fields, click thedocument tab at the top of thefile.You will be prompted to inputseveral variables.Click PDF to print thedocument. When the datafields are complete they willresult in a complete andaccurate form.WEPF Renewed 2013, January 01First Published July 31, 200420 P a g e
VPHILIPS WEPF SYSTEM3.2.6.5 Federal Communication Commission FCCIf you need to print an FCC740and the record contains all ofthe appropriate information inthe FCC data fields, click thedocument tab at the top of thefile.You will be prompted to inputseveral variables.Click PDF to print thedocument. When the datafields are complete they willresult in a complete andaccurate form.WEPF Renewed 2013, January 01First Published July 31, 200421 P a g e
VPHILIPS WEPF SYSTEM3.3 Toxic Substance Control Act TSCAArticles, such as inks, paints,dyes, greases, solvents, andchemicals etc., regulated bythe Environmental ProtectionAgency often require ToxicSubstanceControlActCertification. There articleswhen imported by Philips areusuallyclassifiedunderchapters: 27, 28, 32, 34, 35,38, 38 and 76. If there is apositive TSCA certification forthese articles, the TSCA datafield is completed with “Y” andif the TSCA Certification hasbeen provided it is visible herealong with the Material DataSafety Sheet.WEPF Renewed 2013, January 01First Published July 31, 200422 P a g e
VPHILIPS WEPF SYSTEMIf you need an MSDS, click thePhilips Link and you will accessthe eFasim4you databasewhere you can search for theMSDS.Select a variable e.g. 12 NC132253129103 and click go.If you are entering a 12 NC theformat must be 4 digits in thefirst box, three digits in thesecond box and 5 digits in thenext box. If you are entering anon 12NC format use thebottom box.Click to view the MSDSWEPF Renewed 2013, January 01First Published July 31, 200423 P a g e
VPHILIPS WEPF SYSTEM3.4 Department of TransportationIf your imported artcle isregulated by the Departmentof Trasnportation and requiresthe transmission of an H7,place a “Y” in the DOT field ofthe parts template andcomplete the remaining twofieldswithappropriateinformation.The three variables for DoTType can be viewed by clickingon the “L” lookup icon.The three variables for DoTNumber can be viewed byclicking on the “L” lookup icon.WEPF Renewed 2013, January 01First Published July 31, 200424 P a g e
VPHILIPS WEPF SYSTEM3.3 Special Trade Program Tab(underconstruction)!!!!!Special Program TabThe special program screendisplays supportive data anddocuments for the use of specialtrade programs. These areconditional and this screen givesaccess to the documents for eachrecord.The record key is [part numbercountry of origin tariff year]enabling the information for eachrecord to be maintained eachyear for minimum of 5 years.Secondary Tariff Code is used toreport the chapter 1-97 tariffcode number. Documents tosupporttheseclaimsareManufacturer’s and ImporterAffidavits and CF3311’s.The FTA Cost Indicator andPreference Criterion are dataelements reported on the variousCertificates of Origin for FTA’s.The Manufacturer’s Affidavit,Cost Declaration and NAFTA aredocuments supporting Chapter98, and other FTA claims.WEPF Renewed 2013, January 01First Published July 31, 200425 P a g e
VPHILIPS WEPF SYSTEMThe Preference Criterion TheReference allows you to view thedefined preference criterion foreach FTA.3.4 Audit TabThe Audit Tab provides accessto documents and referencematerial to support Philips useof specific tariff codes. It alsocan be used to auto generate aLetter of Explanation (LOE) inevidenceofthetarifftreatment.Functional Description enablesthe additional of informationabout the article, necessary fortariff treatment and OGAreporting that is not possibleto maintain in a standard ERPsystem. This information iscritical to the completion ofthe LOE, illustrating the tariffuse and OGA reportedinformation.WEPF Renewed 2013, January 01First Published July 31, 200426 P a g e
VPHILIPS WEPF SYSTEM3.1.10 Letter of ExplanationLetter of ExplanationA letter of explanation is auto generated byclicking the Letter of Explanation icon.Letter of Explanation exampleWEPF Renewed 2013, January 01First Published July 31, 200427 P a g e
VPHILIPS WEPF SYSTEM3.1.11 Evidence and OwnershipDescriptive LiteratureClick on Descriptive literatureTo locate product information.Responsible PartyAssists Tracking (Instructions still Under Construction)Assist informationWEPF Renewed 2013, January 01First Published July 31, 200428 P a g e
VPHILIPS WEPF SYSTEM3.5 Trade Action TabThe Trade Action TabTrade Acions are defined asactions taken by customsauthorities on behalf of otherdepartment’s such as TheDepartment of Commerce theInternatal Trade Commission(Antidumping and Countervailingduty investigations). This screenenables the identification ofthese cases on a product level,the collection of requiredcertifications.The manufacturer section allowsthe reporting of this informationwhich is critical to the correcttrade action and related duty andfee collection. It also enables theproper other gavernment aencysuch as the Food and DrugAdministration and the FederalCommunication. It also supportsthe autogeneration of Free TradeAgreement Certficates of Origin.WEPF Renewed 2013, January 01First Published July 31, 200429 P a g e
VPHILIPS WEPF SYSTEM3.5.1 Trade Action TabFTA- Certficate of origin FormManufacturer IdentificationWEPF Renewed 2013, January 01First Published July 31, 200430 P a g e
VPHILIPS WEPF SYSTEM3.6 Export Control TabThe Export Control TabWEPF Renewed 2013, January 01First Published July 31, 200431 P a g e
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VPHILIPS WEPF SYSTEM4.0 Data Input & Integrity4.1 Data IntegrityData integrity is everyone’s responsibility. Basic edits have been put into the application to enforceconsistency of the data. PENA Customs Analysts are not responsible for inaccurate or incomplete ‘othergovernment agency’ data. They will work closely with their accounts to ensure that we reach a high levelof performance. This is measured by the percentage of completed required data, the accuracy of the dataand the timeliness of the data.4.2 Where does the data come from?The WEPF is populated with information input on an article level received via an integrated Emailclassification request called ALICE.OrThe information is uploaded from a Microsoft Excel worksheet. The Customs Control Officer/ ExportControl Officer at the US Product Division, Business Group or Business Line will coordinate otherdisciplines to ensure that all of the applicable data appears in the worksheet on an article number level.4.3 Customs Control Officer/Export Control Officer ResponsibilityThe database “batch” files and ‘ALICE’ requests are to be sent in the appropriate Microsoft Excel formaton a periodic basis to their PENA Customs Analyst. The frequency of the distribution should be scheduledin an appropriate manner so that the classification and related information for articles to be importedor exported is available in the WEPF prior to this activity. The Export Control Officer must supply theTariff Code and the related ECCN MILCAT, License Type, License Exception and SGI. The Customs ControlOfficer can supply a Tariff Code. If your imported product is regulated by any of the ‘Other GovernmentAgencies’ your input file must supply the conditional information. This is the information required underthe regulations of the designated
explanatory and section notes was included in the database. All data elements defined in the Customs and Trade Automated Interface Requirements (CATAIR) were added and direct access was provided to external Customs brokers. Additional functionality was provided under the PENA CIT Y2K project in 1999. Periodic enhancements were made from 1999-2011.
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