Disposition Codes

Guide to Using Power BI for Searching Disposition Codes and Resolving Issues

Overview of Disposition Codes Disposition codes are status updates issued by U.S. Customs and Border Protection (CBP) that indicate the current state of a shipment or document during customs clearance. These codes inform freight forwarders, carriers, and importers of any issues, delays, or actions required for the shipment’s customs clearance and release.

In Power BI, these disposition codes can be used to track the status of shipments and provide actionable steps for resolving potential delays or problems during customs processing.

Steps to Search Disposition Codes and Take Action in Power BI

1. Open the Disposition Code Report in Power BI

   • Access the report via the Power BI dashboard.

   • You will see a table with columns for Code, Name, Description, and Possible Actions.

2. Search for a Specific Disposition Code

   • Use the search filters at the top of the table to search for the relevant disposition code based on your shipment's status.

   • You can search using:

     • Code: Enter the specific disposition code (e.g., S1, 11, 14) to find details.

     • Description: Enter keywords from the description of the issue to filter results (e.g., "bill of lading", "no ISF on file").

     • Name: Enter part of the disposition name (e.g., "No Bill Match", "Arrival of in-bond").

3. Review the Disposition Code and Description

   • Once you find the relevant disposition code, review the Description column to understand the issue or advisory from CBP.

   • The description will detail the situation, such as missing documents, holds, or compliance issues that must be addressed.

4. Take the Recommended Actions

   • Next, refer to the Possible Actions column. This will provide a step-by-step guide on how to resolve the issue.

     • For example:

       • Code 12 - Arrival of in-bond - bill of lading: "Review the arrival details for the bill of lading. Ensure all quantities are accurately reflected and documentation is up to date."

       • Code S2 - No Bill Match (Not on File): "Investigate the missing bill of lading and resubmit the ISF with the correct information. Notify CBP of any corrections made."

   • Follow these actions to resolve the issue as soon as possible. These may involve submitting new documents, correcting information, or contacting CBP for clarification.

Best Practices for Using Disposition Codes in Power BI

1. Proactive Monitoring

   • Regularly monitor your Power BI dashboard to catch disposition codes as soon as they are issued.

   • Set up automated alerts if possible to notify your team when specific codes appear, especially those related to holds (2O - CBP Hold for No ISF on File) or penalties (70 - Penalty Issued).

2. Timely Resolution

   • Take immediate action when disposition codes indicate an issue. Codes like S3 - No Bill Match (Not on File) or 17 - Overdue Vessel Arrival require urgent attention to avoid delays in customs clearance.

   • Use the Possible Actions section in the report to guide your response.

3. Collaborate with Stakeholders

   • Use the disposition codes to communicate with customs brokers, carriers, and CBP. For example, if you see S7 - Duplicate ISF by Another Filer, coordinate with the other filer and CBP to resolve the duplicate filing.

   • Ensure all stakeholders are informed of the actions taken, and keep a record of all correspondence for future reference.

4. Prevent Recurring Issues

   • Analyze past disposition codes and their resolutions to identify trends in common issues (e.g., frequent no bill matches, missing ISFs).

   • Implement process improvements, such as better coordination with carriers and timely submission of documents, to reduce the likelihood of similar issues occurring in the future.

5. Use Filters Effectively

   • The search function in Power BI allows for quick filtering by code, name, or description. Use this to find the specific disposition codes you are dealing with or to get a full overview of all codes associated with a particular issue (e.g., all codes related to ISF compliance).

Guidance on Using Disposition Codes for Ensuring Timely Customs Release

Understanding and responding to CBP (Customs and Border Protection) disposition codes is essential for ensuring timely customs releases. These codes provide critical updates on shipments, in-bond movements, and compliance issues. This guide will help employees who are unfamiliar with disposition codes learn how to handle them effectively to avoid delays and ensure compliance with customs regulations.

What Are Disposition Codes?

Disposition codes are notifications from CBP that provide the status of a shipment. These codes indicate whether there are issues, updates, or actions required regarding customs clearance. Each code is designed to trigger specific actions and help users stay informed about the shipment’s progress through the customs process.

Steps to Use Disposition Codes Effectively for Timely Customs Release

1. Regularly Monitor Disposition Codes

• Why: Disposition codes are updated frequently by CBP, so staying on top of these codes helps you catch issues early.

• How: Use available systems or software that display the current disposition codes for shipments. Set up alerts or notifications so that any new codes are immediately flagged for review.

• Key Action: Ensure someone is responsible for monitoring disposition codes throughout the day, and make it a routine part of operations.

2. Understand the Different Types of Codes

• Why: Each code means something different and can require a specific action, from submitting additional documents to following up on a compliance issue.

• How: Use a reference guide for disposition codes to understand what each one represents. For instance:

  • No Bill Match (S2, S3, S4) means the bill of lading hasn’t been matched to the ISF, requiring further investigation.

  • CBP Hold (1G, 1H, 2O, 2P) indicates a problem at the port, and no release can happen until the issue is resolved.

• Key Action: Train employees on the most common disposition codes and provide them with a guide that explains what each code means and how to address it.

3. Take Immediate Action on Compliance-Related Codes

• Why: Some codes signal compliance issues that must be resolved immediately to avoid delays in customs clearance.

• How: For compliance-related codes, such as ISF errors (S2-S6) or document review holds (4A, 72), investigate the issue, correct the errors, and resubmit documents to CBP as soon as possible.

  • Example: A Do Not Load (2Q, 2R) code means the shipment cannot be loaded onto a vessel due to ISF issues. Correct the ISF filing and resubmit it to CBP.

• Key Action: Ensure employees understand that delays in resolving compliance codes can lead to fines or shipment delays. Always prioritize resolving these codes first.

4. Communicate and Coordinate with CBP and Carriers

• Why: Effective communication can help resolve issues faster, especially when dealing with missing or incorrect filings.

• How: If a code like Duplicate ISF (S7) or Bill Not on File (S2, S3) appears, work directly with CBP and the carrier to clarify the issue. Sometimes, duplicate or missing filings can be cleared up through a quick call or email.

• Key Action: Keep open lines of communication with CBP and other stakeholders, including carriers and customs brokers, to resolve issues as quickly as possible.

5. Prioritize Codes Based on Urgency

• Why: Some codes require immediate attention to avoid severe delays, while others provide routine updates.

• How: Learn to prioritize actions based on the disposition code:

  • Critical Codes: Immediate action is required, such as resolving CBP Holds (1G, 1H, 2O) or No ISF on File (2O, 2Q).

  • Routine Codes: Codes like Bill on File (S1) or Arrival Notices (85, 86) are for informational purposes, and no immediate action is needed.

• Key Action: Teach employees how to distinguish between urgent and routine disposition codes. Urgent codes should be resolved first to avoid delays in shipment processing.

6. Document Every Action Taken

• Why: Keeping a record of every action taken in response to a disposition code helps in audits and ensures that all necessary steps are completed.

• How: Maintain a log of all disposition codes and the actions taken to resolve them. This should include any communication with CBP, the carrier, or any resubmission of documents.

• Key Action: Use a shared document or system to track the status of each shipment’s disposition codes and the steps taken to address them. This will help ensure nothing falls through the cracks.

7. Plan for Common Issues

• Why: Many common disposition codes indicate issues that happen frequently, such as incorrect ISF filings or document holds.

• How: Develop standard operating procedures (SOPs) for handling common disposition codes, such as:

  • No Bill Match: Have a checklist for ensuring the correct bill of lading is submitted to CBP.

  • CBP Hold: Create a procedure for quickly identifying and resolving the reasons for the hold.

• Key Action: Train employees to follow these procedures whenever these common disposition codes appear, ensuring they know what steps to take.

8. Escalate Problems Early

• Why: Some issues, if left unresolved, can cause significant delays or result in penalties.

• How: If a critical code such as Ordered to General Order (1S) or Seized (1T) is issued, escalate the issue to management or the compliance team immediately. These situations often require specialized attention or negotiation with CBP.

• Key Action: Make sure employees know which types of disposition codes require escalation and who to contact in those situations.

9. Proactively Prevent Issues

• Why: Preventing problems before they occur will save time and reduce delays in customs clearance.

• How: Regularly review common errors that lead to disposition codes, such as incorrect ISF filings, mismatched bills of lading, or missing documentation. Implement training programs to reduce these errors and ensure that employees understand the importance of correct filings.

• Key Action: Conduct regular audits of filing processes and document handling to catch issues before they become bigger problems that trigger disposition codes.

Conclusion

Using disposition codes effectively ensures a smooth customs release process by keeping shipments on track and resolving issues quickly. Employees should be well-trained to monitor these codes, take immediate action, prioritize critical issues, and communicate effectively with CBP and other stakeholders. By following these steps, you can minimize delays and ensure compliance with customs regulations.