Electronic Licence Service of the Dutiable Commodities System … · 2020-06-19 · Certificate and...

Customs & Excise Department

Electronic Licence Service of the Dutiable Commodities System

User’s Guidebook

Version 1.0

January 2017

Table of Content

Chapter 1 Introduction........................................................................................ 1 Chapter 2 Scope of Service ................................................................................. 2 Chapter 3 Service Pledge .................................................................................... 2 Chapter 4 Access and Create Account in DCS Website ........................................ 3

4.1 Access to DCS Website ......................................................................... 3 4.2 Create a new account .......................................................................... 5 4.3 Account Activation ............................................................................ 11

Chapter 5 User Login and View Application Progress ....................................... 13 5.1 Login to DCS Website........................................................................ 13

Chapter 6 Application for a new licence ........................................................... 15 6.1 Submit new application in DCS ..................................................... 15 6.2 Steps to submit new application ................................................... 17 6.3 What happens next? ......................................................................... 26 6.3.1 Follow-up action on Licence Application (Amend / Supplement information) (Type 1)......................................................................................... 27 6.3.2 Choose interview session (Type 2) .............................................. 32 6.3.4 Print Approved Licence (Type 4) .................................................. 40

Chapter 7 Application for amendment of licence information ......................... 42 7.1 Steps to Submit an Application for Amendment of Licence Information ........................................................................................................... 43 7.2 What happens next? ......................................................................... 52

Chapter 8 Application for renewal of a licence ................................................. 53 8.1 When to Submit a Renewal Application? .................................... 53 8.2 Submit a renewal licence application ......................................... 54 8.3 What happens next? ......................................................................... 64

Chapter 9 Application for Cancellation of a Licence........................................... 65 9.1 Steps to cancel a licence .................................................................. 65

Chapter 10 Withdraw an Application .................................................................. 72 10.1 Steps to withdraw an application ................................................. 72

Chapter 11 Apply for “Dutiable Commodity and Supplier Code”........................ 75 11.1 Enquiry on Dutiable Commodity and Supplier Code .............. 75 11.2 Apply for Dutiable Commodity and Supplier Code Application 77

Chapter 12 View Progress of My Application ...................................................... 81 Chapter 13 Account Maintenance ..................................................................... 83

13.1 Edit User Account .............................................................................. 83 13.2 Forgot Password ................................................................................ 87

Appendix 1 – Supporting Documents required for Application of Import and Export / Special Import / Still Licence ................................................................................................ 89 Appendix 2 – Supporting Documents required for Application of Manufacturer / Warehouse / Distillery Licence ................................................................................................... 90 Appendix 3 – Supporting Documents required for Application for Change of Licence Particulars .............................................................................................................. 92

e-Licence Service User’s Guidebook for Dutiable Commodities Traders

Page 1

Chapter 1 Introduction The Customs and Excise Department (C&ED) will launch the Dutiable Commodities System (DCS) in January 2017. The DCS will provide the industry with an electronic platform for submission of licence application in respect of Dutiable Commodities (DC). After the 6-month transitional period from the date of implementation of the DCS, electronic submission of licence application must be made through this DCS website. This guidebook aims to provide DC Traders with the relevant information and guidance on the operation of the e-Licence service maintained by C&ED. For details of legal requirements on submission of licence application, please refer to the Dutiable Commodities Ordinance (Cap 109). This guidebook serves as a general reference for submission of licence applications through electronic means. For specific situation, you may wish to consult the Licence and Permit Division (LPD) of C&ED at 3759 2396 / 3759 2374.


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Chapter 2 Scope of Service

A person who imports, exports, stores or manufactures DC must possess a valid licence. Upon the official launch of the DCS, an application for a licence must be submitted by electronic means. I. Application for new / renewal / amendment / cancellation of :

- Import and export licence - Special import licence - Warehouse licence - Manufacturer’s licence - Distillery licence - Still licence

II. Application for “Dutiable Commodities and Supplier Code”

Chapter 3 Service Pledge

The target to complete a licence application is within 12 working days upon the receipt

of all necessary documents and information.


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Chapter 4 Access and Create Account in DCS Website This chapter illustrates how to access the DCS website and create a new user account for using its online services. 4.1 Access to DCS Website

The DCS website can be accessed through the C&ED Homepage

(http://www.customs.gov.hk) or its dedicated website

(https://www.dcs.customs.gov.hk ). In making licence applications through the DCS

website, your computer shall have the following specifications:

Operating system : Microsoft Windows or MAC

Browser : Microsoft Windows 7-10 or Mac OS 10.10

Others : Java Runtime, Adobe Reader, Adobe Flash

(The above computer specification requirements may not be updated in time with the

advent of new technology. If necessary, please visit the DCS website to browse the

latest requirements.)

The DCS website comprises four modules (Fig. 1), namely :

(1) Licence Application

(2) Permit Issues

(3) Online Demonstration

(4) Useful Information

http://www.customs.gov.hk/

https://www.dcs.customs.gov.hk/


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Fig. 1

(1) Licence Application – It provides a channel for licence applicants / holders for

submitting licence applications relating to the import, export, manufacture and storage of dutiable commodities through electronic means

(2) Permit Issues – It provides information on the electronic service providers for

submission of permit application, as well as the online application of DC Code and Supplier Code

(3) Online Demonstration – It provides online demonstrations of various online

functions available in the DCS website. ( e.g. creation of user accounts, submission of licence application )

(4) Useful Information - It contains guidelines for licence application, and useful

information related to licence and permit application


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4.2 Create a new account

Before creating a new User Account, please get prepared the following items:

A valid email address for receiving messages sent by the system

A digital certificate (organizational) issued by a public recognized certification

authority for digital signature

For details on how to apply for a digital certificate, please

visit: http://www.ogcio.gov.hk/en/regulation/eto/digital_cert/cert_user_journey/ind

ex.htm

http://www.ogcio.gov.hk/en/regulation/eto/digital_cert/cert_user_journey/index.htm

http://www.ogcio.gov.hk/en/regulation/eto/digital_cert/cert_user_journey/index.htm


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(i) Click “Create User Account” under “Licence Application”

Fig. 2

(ii) Read the relevant steps and press “Next” to proceed to the next step.

Fig. 3


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Steps to Create User Account Step 1 Accept Terms and Conditions

(i) Read the terms and conditions carefully

(ii) Check the box to confirm that you have read and understood the terms and

conditions

(iii) Press “YES I ACCEPT” to proceed to the next step

(Remarks : If you choose "NO I DECLINE", you will return to the DCS Homepage.)

Fig. 4


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Step 2 Input Company Information

(i) Enter the particulars of the applicant

(ii) Set your log in password for future log in (Please remember this password for

future login at DCS website)

(iii) Press the “Next” button to proceed to the next step

(You are kindly reminded to keep your means of contact in DCS up-to-date,

especially your email address, so that you can be contacted by us regarding your

application readily.)

Fig. 5


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Step 3 Confirm and Sign

(i) Verify the particulars of the applicant

(ii) Check the box to confirm you have verified the information

(iii) Press “Browse” to select your “Digital Certificate File” for upload

(iv) Enter the password

(v) Press “Confirm & Sign” to proceed to the next step

Fig. 6


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Step 4 Acknowledgement

The request for creation of account has been received by DCS. You will receive the

confirmation with a DCS “Account Login ID” and a unique hyperlink via email. Upon

receiving an email, click the link provided to activate your user account. If you

cannot receive an email notification in an hour, please contact us at 3759 2398.

Fig. 7


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4.3 Account Activation

After receiving an email titled “應課稅品系統訊息 DCS Message : 帳戶確認”, please

write down the "Account Login ID" and click the hyperlink to trigger the account

activation process at DCS website.

Step 1 Account Activation

You will be re-directed to the following ‘Account Activation’ page after clicking the

hyperlink in email.

(i) Enter “Login Account No.” and password.

(ii) Press “Activation Account” to complete the process.

Fig. 8


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(i) Your DCS account has been activated.

(ii) In a few seconds, you will be redirected to the DCS home page and you can login

DCS from there. (Please refer to Chapter 5 for details.)

Fig. 9


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Chapter 5 User Login and View Application Progress

This Chapter will illustrate the procedures on how to login DCS account.

5.1 Login to DCS Website

After successful creating a new user account, you will be able to follow the procedures

below to login DCS.

(i) Click “User Login” at “Licence Application”

Fig. 10

(ii) Enter “Login Account No.” and password.

(iii) Enter the letters and numbers as shown in the box.

(iv) Press “User Login” to proceed to the next step.

Fig. 11


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After successful login, you can:

(i) submit Licence application under ‘Online Function’,

(ii) submit Dutiable Commodity and Supplier Code application under ‘Permit issues’,

(iii) read the latest messages, primarily on your application progress, from DCS at

“Notification”

( Remarks: You will receive email notifications to inform you that new system

message is available from DCS ) or

(iv) press “Logout” to exit DCS

Fig. 12


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Chapter 6 Application for a new licence

This chapter provides a step by step guide on how to submit an application for a new

licence at DCS website.

When making a new application through DCS, please get prepared the following items :

• applicant’s Information and responsible personnel(s) Information

• the required supporting documents, such as a valid Business Registration

Certificate and an authorization letter from Board of Directors to appoint the

Responsible Personnel (File size of each document shall be no more than 2

Mbytes)

• a digital certificate (organizational) issued by a public recognized certification

authority

6.1 Submit new application in DCS

(i) Log in to DCS website. (Please refer to Chapter 5.1 for details.)

(ii) Click “Apply for New Licence” at “Online Function” to proceed to the next step

Fig. 13


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(iii) Read the relevant steps and press “Next” to proceed to the next step.

Fig. 14


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6.2 Steps to submit new application

Step 1 Accept Terms and Conditions

(i) Read the terms and conditions carefully.

(ii) Check the box to confirm that you understand the terms and conditions.

(iii) Press “YES I ACCEPT” to proceed to the next step.

(Remarks : If you choose "NO I DECLINE", you will return to the Home page.)

Fig. 15


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Step 2 Input Application Information ( 4 Sessions)

Input the details of the applicant ( Fields marked with * are mandatory ):

a. Section One : Type of Licence Applied

- Select ‘Licence Type’ ( e.g. Import and Export Licence, General Bonded

Warehouse, etc. )

- Select “Dutiable Commodities in Business ( e.g. Liquor, Tobacco, etc. )

Fig. 16

b. Section Two : Company Information

- Input the Company Information, such as “Business Registration No.”, “status”, etc.

- Click the space next to “Business Address” to input the address details (see Fig. 17a)

- Press the pull down menu under the field of “Unit”, “Floor” or “Block” to input

structural address. Select “Other” to enable the blank field for free texting

(Please make reference to the address registered in Business Registration Certificate

to input the “Business Address”.)

- If “Correspondence Address” is identical to “Business Address”, press “Copy

Business Address” to complete the process.)


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Fig. 17

Fig. 17a


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c. Section Three : Particulars of Responsible Personnel

- Enter the particulars of responsible personnel

(Fields marked with * are mandatory)

Fig. 18


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d. Section Four : Particulars of Second Responsible Personnel ( Optional )

- Check the box and enter the relevant details of the Second Responsible

Personnel, if necessary

- Press “Next” to proceed to the next step.

Fig. 19


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Step 3 Upload Supporting Documents (i) Follow the instructions of the system and upload mandatory supporting

documents as listed

(ii) Press the pull down menu and select other supporting document (optional) you

may need to upload

(iii) Press “Browse” to locate the supporting document for upload

(iv) Press “Next” to proceed to the next step

( Remarks: You won’t be able to proceed with your application if you do not furnish

these mandatory documents to this Department for preliminary assessment. )

Fig. 20


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(i) Verify the particulars of the applicant before submission of application


(i) Press “Browse” to upload your “Certificate File”

(iii) Enter the PIN

(iv) Press “Confirm” to proceed to the next step

Supplementary notes Based on the types of licence applied, you have to provide different kinds of document to support your application: - For documents required for application of “Import and Export / Special Import Licence”,

please refer to Appendix 1 - For documents required for application of “Manufacturer / Warehouse”, please refer to

Appendix 2 The Responsible Personnel(s) will be asked to provide the rest of the documents during the interview appointment with this Department in later stage.


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Fig. 21


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The application for new licence has been received. This Department will request for

supplementary information / documents, if required. We will inform you the relevant

update via email. Please pay attention to the email notification.

Fig. 22


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6.3 What happens next?

Once you have submitted the application at DCS website, you will receive messages or

instructions from DCS sent to your email account. You should login DCS to take the

following actions, where applicable, so as to complete your licence application process.

This chapter will illustrated the procedures on handling those follow-up actions sent by

the Department.

Actions Paragraph

Follow-up action on Licence Application (Amend / Supplement information) 6.3.1

Choose interview session 6.3.2

Confirm Licence Condition and Input Payment Information 6.3.3

Print Approved Licence 6.3.4


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6.3.1 Follow-up action on Licence Application (Amend / Supplement information) (Type 1) If the department has queries on the information provided in relation to your application, a notification will be sent to your email account. You will be advised to login DCS website, click “Follow-up action on Licence Application (Amend / Supplement information)” at “Online Function” and follow the procedures below to provide additional information or upload the required supporting document(s), if applicable.

Fig. 23


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Step 1 Resubmit Licence Application

(i) Input the relevant information

(ii) Press “Next” to proceed to the next step

Fig. 24


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Step 2 - Upload Supporting Documents

(i) Press “Browse” to locate the image document of supporting document for upload

(ii) Press “Upload File” to start the upload process

(iii) Press “Next” to proceed to the next step

Fig. 25


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Step 3 Confirmation and Sign

(i) Verify the amended information and document


(iii) Press “Browse” to upload your “Certificate File”

(iv) Enter the PIN

(v) Press “Confirm” to proceed to the next step

Fig. 26


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Step 4 Acknowledgement You have successfully amended the particulars of the licence in relation to the queries raised by LPD.

Fig. 27


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6.3.2 Choose interview session (Type 2)

When the appointed Responsible Personnel(s) is invited for an interview before

issuance of licence, a notification will be sent to your email account. You will be

advised to login DCS website, click “Choose interview session” at “Online Function” and

follow the procedures below to provide additional information or upload the required

supporting document(s), where necessary.

Fig. 28


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Step 1 Choose Interview Session

(i) Select the desired interview session.

(ii) Press “Agree” to proceed to the next step.

Fig. 29

Step 2 Confirmation

(i) Review the selection made.

(ii) Press “Next” to proceed to the next step.

Fig. 30


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Details of interview appointment are listed in this page. Please bring along the

required supporting documents and your company seal when attending the interview

as scheduled.

Fig. 31


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6.3.3 Licence Condition and Payment record (Type 3)

When the application is approved by the Department in principle, a notification

message will be sent to your email account. You will be advised to login DCS website,

click “Confirm Licence Condition and Input Payment Information” at “Online Function”

and follow the procedures below to provide additional information or upload the

required supporting document(s), where necessary.

Fig. 32


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Step 1 Download Licence Conditions and relevant documents

Arrangement Payment

(i) Download and confirm Licence Conditions by clicking ( ) at “Preview Licence

Condition”.

(ii) Download the Payment Advice by clicking ( ) at “Payment Notification”.

(Include Licence Fee / Security Bond, if applicable)

(iii) Arrange the payment according to the instructions in the payment advice(s).

(Note: Whether Security Bond payment is required is determined by C&ED on a

case-by-case basis.)

After Payment

(iv) Check the box to confirm you have read and agreed to the Licence Conditions.

Fig. 33


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Step 2 Input Payment Information

(i) Input the payment information of Licence fee and Security Bond, if applicable


Fig. 34


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Step 3 - Confirm and Sign

(i) Verify the details of payment record(s)

(ii) Press “Browse” to upload your “Certificate File”

(iii) Enter the PIN

(iv) Press “Confirm” to proceed to the next step

Fig. 35


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Step 4 Acknowledgement Your acknowledgement on the acceptance of licence conditions and provision of payment details have been received by DCS.

Fig. 36


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6.3.4 Print Approved Licence (Type 4)

When your application is approved by the Department, a notification will be sent to

your email account. You will be advised to login DCS website, click “Print Approved

Licence” at “Online Function” and to retrieve the approved licence certificate or print it

out for retention, where necessary.

Fig. 37


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(i) Click to download the approved licence certificate.

Fig. 38

(ii) Download and print the licence certificate for retention, if necessary.

Fig. 39


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Chapter 7 Application for amendment of licence information

This chapter provides a step by step guide on how to submit an application for

amendment of licence information at DCS website.

You may wish to get prepared the following items before commencement of your

application procedures:

• The required supporting document(s) ( with file size less than 2Mbytes )

• A digital certificate (organizational) issued by a public recognized certification

authority to sign the online submission

You are reminded that amendment of the following items are subject to an amendment fee

of HK$515 per item:

▪ Addition / Deletion of Dutiable Commodities type(s) in business ( i.e. Hydrocarbon Oil

/ Liquor / Methyl Alcohol / Tobacco )

▪ Addition / Deletion / Change of company name(s) ( Chinese / English )

▪ Addition / Deletion / Change of Responsible Personnel(s) ( Chinese / English )

▪ Change of Responsible Personnel(s)’ name(s) ( Chinese / English )

▪ Change of Company Business Address

Change of Business Registration Number ( Branch code only )


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7.1 Steps to Submit an Application for Amendment of Licence Information

(i) Login DCS website (Please refer chapter 5.1 for details.)

(ii) Click “Apply for Amendment of Licence Particulars” at “Online Function”

Fig. 40


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(iii) Read the relevant steps and press “Next” to proceed to the next step

Fig. 41


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Submit for Amendment of Approved Licence

Step 1 Accept Terms and Conditions

(i) Read the terms and conditions carefully

(ii) Check the box to confirm that you understand the terms and conditions

(iii) Press “YES I ACCEPT” to proceed to the next step

(Remarks : If you choose "NO I DECLINE", you will return to the DCS Homepage)

Fig. 42


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Step 2 Amend licence Information

(i) Amend the relevant details at the data fields, except the non-amendable fields

shaded in deep grey colour


Fig. 43


Page 47

Fig. 44


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Step 3 Upload Supporting Documents

(i) Follow the instruction of the system and upload your supporting documents Please

refer to Appendix 3 for required documents


( Remarks: You won’t be able to proceed your application if you do not furnish these

mandatory documents to the Department for preliminary assessment. You may

be requested to furnish other supporting documents in support of your application

in later stage. )

Fig. 45


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(i) Verify the amended information and document. Item(s) amended by you will be

highlighted in yellow for easy reference.

(ii) Click the “check box” to confirm you have verified the information that you

intended to amend.


(iv) Enter the PIN



Page 50

Fig. 46


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(vi) Read the reminder on items that will incur amendment fee carefully and press

“YES” to confirm you understand and accept the amendment fees to be incurred

if you agreed with the content.

Fig. 47


The request for amendment of licence information has been received by DCS. The

Department will request for supplementary information / document, if required.

Fig. 48


Page 52


Once you have submitted the amendment application at DCS website, you will receive

messages or instructions from DCS sent to your email account. You should login DCS

to proceed the following procedures, where applicable, to complete your application

process:

(i) Follow-up action on Licence Application (Amend / Supplement information)

(Please refer to Chapter 6.3.1 for details of the procedures)

(ii) Choose interview session


(iii) Confirm Licence Condition and Input Payment Information


(iv) Print Approved Licence



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Chapter 8 Application for renewal of a licence This Chapter provides a step by step guide on when and how to submit an application

for renewal of licence.

• You may wish to get prepared the following items before commencement of

your application procedures: the required supporting document(s) ( with file

size less than 2Mbytes )


authority to sign the online submission.

8.1 When to Submit a Renewal Application?

A licence is valid for one year. Licensee has to submit application for renewal of a

licence at the following schedule:

Licence Type Renewal Period

Import & Export / Special Import 2 months before the expiry date,

but not less than 1 month before

Warehouse or Manufacturer 3 months before the expiry date,

but not less than 2 months before

(Remarks: A reminder for renewal of licence will be sent from DCS to your email

account direct. )


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8.2 Submit a renewal licence application


(ii) Click “Apply for Renewal of Licence” at “Online Function”.

Fig. 49


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Step 1 - Accept terms and Conditions (i) Read the relevant terms and press “YES” to proceed to the next step.

Fig. 50

(ii) Read the relevant steps and press “Next” to proceed to the next step.

Fig. 51


Page 56


Fig. 52


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Step 2 Apply for amendment of licence information ( if applicable )

In the course of submitting your application for renewal of a licence, you may take the

opportunity to apply for amendment of licence information at the same time, in which

amendment fee will be incurred on chargeable items as before.

If amendment is necessary:

(i) Amend the relevant details at the data fields direct, except the non-amendable

fields shaded in deep grey colour.


If amendment is not necessary:

(iii) Press “Next” to proceed to the next step.


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Page 59

Photo 53


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Step 3 Upload Supporting Documents

(i) Follow the instruction of the system and upload your supporting documents.


( Remarks: You won’t be able to proceed with your application if you do not furnish

these mandatory documents to LPD for preliminary assessment. )

Fig. 54


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(iv) Enter the PIN



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Fig. 55

(vii) Read the reminder on items that will incur amendment fee carefully and press

“YES” to confirm you understand and accept the amendment fees to be incurred,

if applicable.

Fig. 56


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The request for renewal of licence has been received by DCS. The Department will

request for supplementary information / document, if required.

Fig. 57


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Once you have submitted the renewal application at DCS website, you will receive

messages or instructions from DCS sent to your email account. You should login DCS

to proceed the following procedures, where applicable, to complete your application

process:

(v) Follow-up action on Licence Application (Amend / Supplement information)


(vi) Choose interview session


(vii) Confirm Licence Condition and Input Payment Information


(viii) Print Approved Licence



Page 65

Chapter 9 Application for Cancellation of a Licence

This Chapter provides a step by step guide to submit an application for cancellation of

licence.

• You may wish to get prepared the following items before commencement of

your application procedures: the required supporting document(s) ( with file

size less than 2Mbytes )


authority to sign the online submission.

9.1 Steps to cancel a licence


(ii) Click “Apply for Cancellation of Licence” at “Online Function”

Fig. 58


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Step 1 - Applicant information

(i) Read the terms and conditions carefully.

(ii) Check the box to confirm that you understand the terms and conditions.


(iv) Verify the Applicant’s Information.

(v) Press the “Next” button to proceed to the next step.


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Step 2 – Review applicant’s particulars

(i) Read the applicant’s particulars carefully.


Fig. 59


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Step 3 - Uploading Supporting Documents (optional)

(i) Follow the instruction of the system and upload your supporting documents


(Remarks: Press “Browse” to locate the supporting document for upload and

press “Next” to proceed to the next step)

Fig. 60


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(iv) Enter the PIN



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Fig. 61


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Step 5 Acknowledgment The request for cancellation of a licence has been received by DCS.

Fig. 62 When the application for cancellation of licence is approved, you will receive a notification. After logging in to DCS website, you shall see the message “Your licence is cancelled”.


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Fig. 63

Chapter 10 Withdraw an Application

This Chapter provides a step by step guide on how to withdraw a licence application

which has been submitted to the DCS website and its approval status is still awaited

from the C&ED.

• You may wish to get prepared the following item before commencement of your

application procedures: a digital certificate (organizational) issued by a public

recognized certification authority to sign the online submission.

10.1 Steps to withdraw an application


(iii) Click “Withdraw a licence application” at “Online Function”

Fig. 64


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(i) Read the question carefully.

(ii) If proceed to withdraw your licence application, press [Next]

(iii) Otherwise, press [Back] and return to the Home page

Fig. 65

Step 2 Confirm and Sign (i) Check the box to confirm withdrawal of licence application

(ii) Press “Browse” to upload your “Certificate File”

(iii) Enter the PIN

(iv) Press [Confirm & Sign]

Fig. 66


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Step 3 Acknowledgement Your licence application has been withdrawn.

Fig. 67


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Chapter 11 Apply for “Dutiable Commodity and Supplier Code” This Chapter will illustrate the procedures on how to enquire and apply for a new

Dutiable Commodities and Supplier Code.

11.1 Enquiry on Dutiable Commodity and Supplier Code

(i) Login DCS website (Please refer chapter 5.1 for details.) by using your “Code

Application User Account”

(ii) Press “Enquire about Dutiable Commodities and Supplier Code Application” at

“Online Function”

Fig. 68


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(iii) Input the searching criteria (e.g. Class / Subclass / Type / Code)

(iv) Press “Search” and the matched result will be listed out

(v) Mouse over the seraching result to enquire the Dutiable Commodities for details

Fig. 69


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11.2 Apply for Dutiable Commodity and Supplier Code Application

Except the existing method to apply a new DC and Supplier Code, you may apply DC

Code and Supplier Code via DCS website


(ii) Press “Apply for Dutiable Commodities and Supplier Code” at “Online Function”

Fig. 70


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Dutiable Commodity (DC) and Supplier Code Application

Step 1 Upload Document (i) Press the pull down menu and select the type of “Dutiable Commodities in

Business” under “Upload the Application (in Excel format)” (ii) Press “Browse” to locate the supporting document for upload

(iii) Press “Browse” to locate the invoice for upload

(iv) Press “Next” to proceed to the next step

Supplementary notes You are required to use the template (in Excel format) to submit DC Code and Supplier Code application in DCS website. You can click “Download Forms” at the DCS website and access the following templates (in Excel format) from “Public Forms” of the Customs & Excise Department website. Please make reference to the examples as illustrated in the template (in Excel format) to complete and save the application forms: - Dutiable Commodities Code Application Template – Cigarette - Dutiable Commodities Code Application Template – Cigar - Dutiable Commodities Code Application Template – Liquor - Dutiable Commodities Code Application Template - Manufactured Tobacco - Dutiable Commodities Code Application Template - Transhipment Liquor - Dutiable Commodities Code Application Template - Transhipment Tobacco


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Fig. 71


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Step 2 Upload Photo

(i) Press “Browse” to locate the supporting document for upload (e.g. Photo)

(ii) Repeat the above step if more than one document is required to upload


Fig. 72


The application for new DC and Supplier Code has been received by DCS.

Fig. 73


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Chapter 12 View Progress of My Application

This chapter provides a step by step guide on how to view the progress of your

application at DCS website.


(ii) Click “View progress of my application” at “Online Function”.

Fig. 74


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(iii) In the “View Application History” page, DCS will list out the application status and history in chronological order.

Fig. 75


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Chapter 13 Account Maintenance This Chapter illustrates a step by step guide on how to edit the particulars of DCS user account and reset your account password.

• You may wish to get prepared the following item before commencement of your application procedures: Use a digital certificate (organizational) issued by a public recognized certification authority to sign the online submission.

13.1 Edit User Account (i) Login DCS website (Please refer chapter 5.1 for details.)

(ii) Click “Edit User Account” at “Online Function” and following the steps. You can

update the following items after login DCS website:

• Email address

• Telephone number

• Mobile number

• Password

Fig. 76


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Step 1 Modify Account

(i) Revise the information at the “Email Address”, “Telephone No.” or ”Mobile No.” direct, if applicable.

(ii) To change your log in password, input “Original Password” followed by “New Password”


Fig. 77


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(i) Verify the particulars of your user account.

(ii) Check the box to confirm you have verified the information.


(iv) Enter the PIN

(v) Press “Confirm & Sign” to complete the account information update.

Fig. 78


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The request for modifying your user account has been received.

(Remarks: If you have updated your email address, a notification mail will be sent to

your new address for account activation.)

Fig. 79


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13.2 Forgot Password If you forget the password to log in to DCS website, please follow the procedures below:

(i) Click “User Login” at “Online Function”

(ii) Click “Forgot Password”

Fig. 80


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(iii) Enter “Login Account No./ Licence No. / Email”

(iv) Enter the letters and numbers as shown in the box

(v) Press “Reset”

Fig. 81

(vi) The new password will be sent to your email account automatically.

Fig. 82


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Appendix 1 – Supporting Documents required for Application of Import and Export / Special Import / Still Licence Please upload the following documents (bearing company chop) in support of your application for licence(s):

For All Applicants

• A Valid Business Registration Certificate • Full Set of Tenancy Agreement (Stamp Duty paid) • Proof of Landlord (i.e. Land Registry records) • Photos of premises (showing the exterior construction, company name and

interior setup)

For Limited Company For Sole Proprietorship/ Partnership Company

• Certificate of Incorporation • Registration of Directorship

(Annual Return/Form NNC1/Form NNC1G)

• Authorization letter(s) from Board of Directors to appoint the Responsible Personnel and the Second Responsible Personnel

• Acceptance letter(s) signed by the Responsible Personnel and the Second Responsible Personnel confirming acceptance of the appointment

• Proof of Proprietorship/Partnership (Form 1(a) or Form 1 (c))

• Authorization letter(s) from Proprietor/Partner to appoint the Responsible Personnel and the Second Responsible Personnel

• Acceptance letter(s) signed by the Responsible Personnel and the Second Responsible Personnel confirming acceptance of the appointment

For Special Import Licence Only

• Supporting documents to prove a storage capacity of not less than 500 kilolitres of hydrocarbon oil of applicant’s licensed warehouse

Others (If applicable)

• Letter from the landlord granting permission to the principal tenant to sublet the said premises to the applicant company


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Appendix 2 – Supporting Documents required for Application of Manufacturer / Warehouse / Distillery Licence Please upload the following documents (bearing company chop) in support of your application for licence(s):

For All Applicants

• A Valid Business Registration Certificate • Full Set of Tenancy Agreement (Stamp Duty paid) • Proof of Landlord (i.e. Land Registry records) • Detailed layout plan of the warehouse/factory (with indication of dimensions) • Photos of warehouse/factory (showing the exterior construction, company name and

interior setup) (can be submitted after renovation/modification) • A statement of the proposed opening hours of the warehouse/factory • Detailed operation procedures of the factory/warehouse • Narrative descriptions/flowchart of the record system, the means, format, basis and

frequency of such record maintenance and updating relating to the books of accounts and other documents kept or proposed to be kept in relation to the manufacturing process/warehousing of dutiable goods (with photocopies / specimen of all forms and records used or proposed to be used for such purposes)

• Description of the content (i.e. the type of data) of the books of account and other documents kept or proposed to be kept in respect of dutiable goods stored in the warehouse/factory

• Description of stock coding system, storage location identification system and labelling system of physical stock stored in the warehouse/factory

• List of the applicant/responsible personnel of the applicant, and the conviction and bankruptcy record (if applicable) (Please refer to List of the Applicant/the Responsible Personnel of the Applicant (CED378) and Conviction and Bankruptcy Record (CED379))

• Particulars and specimen signatures of the persons authorized to receive/release dutiable goods into/from the proposed licensed premises

• Written documentation on the control measures adopted or to be adopted for safe guarding storage of dutiable goods and to prevent unauthorized person from entering into the factory/warehouse (e.g. installation of security devices at entrances/exits)

• System description. explanatory notes, system/procedural manual of the warehouse’s/manufacturer’s stock operation system/inventory management system / inventory control system (including checking of permits, destruction of dutiable goods, reconciliation of discrepancy and investigation of exceptions / irregularities)

• Certified true copies (by two directors/chief executive of a limited company, the sole proprietor or all partners of a partnership company) of bank statements showing the transactions of the latest 3 months


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For Limited Company

• Certificate of Incorporation • Registration of Directorship (Annual Return/Form NNC1/Form NNC1G) • Authorization letter(s) from Board of Directors to appoint the Responsible Personnel and

the Second Responsible Personnel • Acceptance letter(s) signed by the Responsible Personnel and the Second Responsible

Personnel confirming acceptance of the appointment • Original or certified true copy (by auditor) of audited financial statements for the latest

3 financial years. (The detailed requirements for the audited financial statements are listed in the Annex)

• Informal/management accounts up to a period not earlier than 3 months before the date of submitting the application if that has not been covered by the latest audited accounts

For Sole Proprietorship/Partnership Company

• Proof of Proprietorship/Partnership (Form 1(a) or Form 1(c)) • Authorization letter(s) from Proprietor/Partner to appoint the Responsible Personnel

and the Second Responsible Personnel • Acceptance letter(s) signed by the Responsible Personnel and the Second Responsible

Personnel confirming acceptance of the appointment • Original /certified true copy (by auditor) of audited financial statements for the latest

financial year or original /certified true copy of report by a Professional Accountant on going concern status. (The detailed requirements for the audited financial statements and the Professional Accountant’s report on going concern status are listed in the Annex)

• Unaudited account / management account certified by the sole proprietor, or all partners of the company or any certified public accountant for the 2 financial years preceding the latest financial year prior to submission of application (The detailed requirements for the unaudited accounts / management account are listed in the Annex)

• Informal/management accounts up to a period not earlier than 3 months before the date of submitting the application if that has not been covered by the latest audited financial statements

Others (if applicable)

For a newly formed company where audited financial statements are not available, forecasted Profit & Loss Account, Balance Sheet and Cash Flow Statement certified by directors, chief executive, sole proprietor or all the partners of the company are required. (The requirements for the forecasted statements are listed in the Annex)

Procedures and schedules of stock count Valid and appropriate certificate for storage of dangerous goods (applicable for storage of hard liquors, methyl alcohol or hydrocarbon oil, etc.)

Letter from the landlord granting permission to the principal tenant to sublet the said premises to the applicant company


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Appendix 3 – Supporting Documents required for Application for Change of Licence Particulars Please upload the following documents (bearing company chop) in support of your application for licence(s):

Required Document

Amendment

Name of Licensee

Address of Licensee

Responsible Personnel(s)

Business Registration Certificate

Letter of application for change of licence address from Responsible Personnel

Full set of Tenancy Agreement (Stamp Duty paid); and

Proof of Landlord (i.e. Land Registry records)

Detailed layout plan of the warehouse /factory (with indication of dimensions)

Photos of premises (showing the exterior construction, company name and interior setup); or

Photos of warehouse/factory (showing the exterior construction, company name and interior setup)

Letter from the landlord granting permission to the principal tenant to sublet the said premises to the applicant company (if applicable)

List of the applicant/responsible personnel of the applicant, and the conviction and bankruptcy record (Please refer to List of the Applicant/the Responsible Personnel of the Applicant (CED378) and Conviction and Bankruptcy Record (CED379))


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Registration of Directorship (Annual Return/Form NNC1/Form NNC1G) (for Limited Company)

Authorization letter(s) from Board of Directors to appoint the Responsible Personnel and the Second Responsible Personnel (for Limited Company); and

Authorization letter(s) from Proprietor/Partner to appoint the Responsible Personnel and the Second Responsible Personnel (For Sole Proprietorship/Partnership Company)

Acceptance letter(s) signed by the Responsible Personnel and the Second Responsible Personnel confirming acceptance of the appointment

Certificate of Change of Name (for Limited Company)

Electronic Licence Service of the Dutiable Commodities System … · 2020-06-19 · Certificate and...

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