Item Master

The Item Master is a centralized catalog of goods your customers frequently import or export. It stores HS codes, descriptions, origin details, and customs data to streamline declaration creation and ensure classification consistency.

What is the Item Master?

The Item Master provides:

• Classification Database: Pre-classified items with HS codes and TARIC codes
• SKU Catalog: Link customer SKUs to customs classifications
• Consistency: Ensure the same item is always declared identically
• Speed: Auto-fill declaration lines from item records
• Compliance: Track classification decisions and verification status
• Audit Trail: Document who classified items and when

Item Structure

Each item in the master contains:

Identification

• Item Code: Unique internal identifier (e.g., SKU, part number, UPC)
• Customer: The customer who owns this item (optional, for customer-specific items)
• Description: Short commercial description
• Detailed Description: Full description for customs declarations (min 50 characters)
• Brand: Brand or manufacturer name
• Model: Model number or variant

Classification

• HS Code: Harmonized System code (8-10 digits)
• TARIC Code: Additional EU classification (2 digits, appended to HS code)
• Combined Nomenclature: Full CN code (HS + TARIC)
• Procedure Code: Default customs procedure (e.g., 40 00 for release for free circulation)

Origin and Value

• Country of Origin: ISO country code (e.g., CN for China, DE for Germany)
• Preferential Origin: If eligible for preferential treatment (e.g., EUR.1)
• Default Unit Price: Typical unit value for this item
• Currency: Price currency (EUR, USD, etc.)
• Unit of Measure: Each, kg, liter, pair, etc.

Physical Details

• Gross Weight: Weight including packaging (kg)
• Net Weight: Weight of item only (kg)
• Dimensions: Length × Width × Height (cm)
• Volume: Cubic meters or liters
• Default Package Type: Carton (CT), Pallet (PX), Box (BX), etc.

Compliance

• Verification Status:
  • Unverified: Not yet reviewed
  • Pending: Awaiting classification review
  • Verified: Classification confirmed
  • Requires Update: Needs re-classification
• Verified By: User who verified the classification
• Verification Date: When classification was verified
• BTI Number: Binding Tariff Information reference (if obtained)
• BTI Valid Until: BTI expiry date

Creating Items

Manual Item Entry

1. Navigate to Item Master in the main menu
2. Click New Item
3. Fill in item details across tabs:
   • Basic: Code, description, brand, model
   • Classification: HS code, TARIC, procedure
   • Origin & Value: Country, price, currency
   • Physical: Weights, dimensions, packaging
   • Compliance: Verification status, BTI
4. Click Save

Import from CSV

Bulk import items from a spreadsheet:

1. Go to Item Master → Import
2. Download the CSV template
3. Fill in item data in the template
4. Required columns:
   • Item Code
   • Description
   • HS Code
   • Country of Origin
   • Net Weight
5. Upload the completed CSV
6. Map CSV columns to item fields (if headers don’t match exactly)
7. Review the preview (shows first 10 rows)
8. Click Import
9. Items are created in bulk

Validation:

• Duplicate item codes are skipped
• Invalid HS codes generate warnings
• Missing required fields cause errors
• Review the import log for any issues

Copy from Existing Item

Create a variant based on an existing item:

1. Open an item
2. Click Copy Item
3. A new draft is created with all data copied
4. Change the item code (must be unique)
5. Modify any variant-specific details (e.g., model number, color)
6. Click Save

Item Verification Workflow

Why Verify Items?

Verification ensures:

• HS codes are correct and up-to-date
• Classifications comply with current tariffs
• BTI rulings are applied where available
• Preferential origin is documented
• Audit trail for customs compliance

Verification Process

1. Submit for Verification:

   • Open an unverified item
   • Click Submit for Verification
   • Item status changes to Pending
   • Assigned to classification team

2. Classification Review:

   • Reviewer checks HS code against TARIC database
   • Confirms country of origin
   • Reviews product description completeness
   • Checks for applicable measures (duties, licenses)
   • Obtains BTI if needed for complex items

3. Approve or Reject:

   • Approve: Mark as Verified with verification date and user
   • Reject: Mark as Requires Update with notes on corrections needed

4. Use Verified Items:

   • Only verified items appear in declaration auto-fill (optional setting)
   • Verified status gives confidence in classification accuracy

Pending Changes Review

Track items needing re-verification:

1. Go to Item Master → Pending Changes
2. View items with status Pending or Requires Update
3. Filter by:
   • Customer
   • Date submitted
   • Assigned reviewer
4. Click item to review and verify
5. Approve or request updates

Item Documents

Attach supporting documents to items:

Document Types

• Product Specification: Technical specs, datasheets
• BTI Ruling: Binding Tariff Information from customs
• Origin Certificate: Supplier-provided origin documentation
• Material Safety Data Sheet (MSDS): For hazardous goods
• Test Report: Lab testing for compliance
• Supplier Invoice: Sample invoice showing item description
• Photo: Product image for identification

Uploading Documents

1. Open an item
2. Go to the Documents tab
3. Click Upload Document
4. Select document type
5. Choose file (PDF, Word, Excel, images up to 50MB)
6. Add notes or reference numbers
7. Click Save

Documents are:

• Attached to the item permanently
• Accessible when reviewing classification
• Included in customs audits if needed
• Downloadable for reference

SKU-Based Declaration Creation

Use item master records to create declarations quickly:

Creating Declaration from SKU

1. Start a new declaration (import or export)
2. In the Lines section, click Add from Item Master
3. Search or browse items:
   • Search by item code, description, or HS code
   • Filter by customer
   • Filter by verification status
4. Select one or more items
5. Enter quantities for each selected item
6. Click Add to Declaration
7. Declaration lines are auto-filled with:
   • HS code and TARIC code
   • Description (detailed description)
   • Country of origin
   • Gross and net weight (calculated from quantity)
   • Unit price and line value
   • Package type

Benefits:

• No manual HS code lookup
• Consistent descriptions
• Pre-filled origin and weights
• Reduced errors

Bulk Line Creation

Add multiple SKUs at once:

1. Click Bulk Add from Item Master
2. Upload a CSV with:
   • Item Code
   • Quantity
3. Borderbolt matches item codes to the item master
4. All matching items are added as declaration lines
5. Review and adjust quantities or prices
6. Submit declaration

Ideal for:

• Recurring shipments with same items
• Customer-provided SKU lists
• High-volume declarations

Tarix API Integration

Borderbolt integrates with Tarix for automated HS code classification:

What is Tarix?

Tarix is an AI-powered tariff classification service that:

• Analyzes product descriptions
• Suggests HS codes with confidence scores
• Provides tariff data (duty rates, measures)
• Speeds up classification for new items

Enabling Tarix

1. Go to Settings → Integrations → Tarix
2. Enter your Tarix API Key
3. Click Test Connection
4. If successful, click Enable Integration

Using Tarix for Classification

1. Create or edit an item
2. Fill in the Description (detailed product description)
3. Click Classify with Tarix
4. Tarix analyzes the description and returns:
   • Suggested HS codes (ranked by confidence)
   • Confidence score (0-100%)
   • Duty rates for suggested codes
   • Applicable measures (licenses, restrictions)
5. Review suggestions and select the best match
6. HS code and TARIC are auto-filled
7. Save the item

Bulk Classification

Classify multiple unverified items at once:

1. Go to Item Master → Bulk Classify
2. Select items with status Unverified
3. Click Classify Selected with Tarix
4. Tarix processes each item (may take a few minutes for large batches)
5. Review the results:
   • High Confidence (>80%): Auto-applied
   • Medium Confidence (50-80%): Flagged for review
   • Low Confidence (<50%): Marked as requiring manual classification
6. Manually review and approve flagged items

Item Master Reports

Generate reports on item classifications:

Classification Report

1. Go to Item Master → Reports → Classification Summary
2. Report shows:
   • Total items by HS chapter
   • Verification status breakdown
   • Items needing re-classification
   • BTI coverage (% of items with BTI)
3. Export to CSV for analysis

High-Value Items

1. Go to Item Master → Reports → High-Value Items
2. Filter by unit price threshold (e.g., >€1,000)
3. Report shows:
   • Item code, description, HS code
   • Unit price and currency
   • Verification status
   • BTI status (critical for high-value items)
4. Use for prioritizing BTI applications

Usage Report

Track which items are most frequently declared:

1. Go to Item Master → Reports → Usage Analysis
2. Select date range
3. Report shows:
   • Item code and description
   • Number of declarations using this item
   • Total quantity declared
   • Total value declared
4. Identify top items for special rate negotiations or BTI investment

Best Practices

Item Data Entry

• Unique Codes: Ensure item codes are unique and meaningful (not sequential numbers)
• Detailed Descriptions: Provide 50+ character descriptions with material, use, and function
• Correct Origin: Verify country of origin with supplier (critical for preferential treatment)
• Accurate Weights: Measure or weigh samples for precise weight data
• Complete HS Codes: Use 10-digit codes (8-digit HS + 2-digit national) for accuracy

Classification Management

• Verify Before Use: Mark items as verified before using in declarations
• Regular Reviews: Re-verify items annually or when tariffs change
• BTI for Complex Items: Obtain BTI for items with unclear classification
• Document Decisions: Upload BTI rulings and classification rationale
• Preferential Origin: Document origin eligibility (supplier declarations, EUR.1)

Workflow Efficiency

• Customer SKUs: Import customer SKU lists and classify proactively
• Tarix for Speed: Use Tarix for initial suggestions, manual review for final approval
• Bulk Operations: Import and classify items in batches, not one by one
• Assign Reviewers: Dedicate classification specialists for consistency

Compliance

• Audit Trail: Track who verified items and when
• BTI Validity: Monitor BTI expiry dates and renew before expiry
• Tariff Updates: Review items when EU tariff database updates (quarterly)
• Customs Queries: If customs challenges a classification, update item master immediately

Troubleshooting

HS Code Issues

“HS code not found in TARIC database”

• Verify the HS code format (8-10 digits, no spaces or dots)
• Check for typos (e.g., 8471 vs 8417)
• Consult the EU TARIC database: https://ec.europa.eu/taxation_customs/dds2/taric/taric_consultation.jsp 
• Use Tarix for automated lookup

“Multiple HS codes seem to apply”

• Review the General Interpretative Rules (GIRs) for tie-breaking
• Obtain a BTI from customs for binding clarification
• Consult a customs specialist for complex classifications

Tarix Integration

“Tarix API key invalid”

• Verify the API key is correct (copy/paste from Tarix account)
• Check the API key has not expired
• Ensure your Tarix subscription is active
• Test connection in Settings → Integrations → Tarix

“Tarix returns low confidence for all items”

• Improve product descriptions (more detail, technical terms)
• Include material, function, and use
• Avoid marketing language (use technical descriptions)
• For very specialized items, manual classification may be more accurate

Item Verification

“Items stuck in Pending status”

• Check if reviewers are assigned
• Set up email notifications for pending items
• Review pending queue regularly (weekly recommended)
• Escalate old pending items (>30 days)

“Item verification was rejected, but no notes provided”

• Contact the reviewer for clarification
• Review the item against similar verified items
• Check HS code against TARIC for common issues
• Re-submit with updated description or classification

Related Topics

• Declarations - Use item master data in declarations
• Customers - Customer-specific item catalogs
• Compliance - BTI tracking and audit compliance
• Settings - Tarix integration configuration