• Records you need to keep

    As the owner of EEGs, you must keep adequate records that provide a clear audit trail of all incoming and outgoing warehoused goods. Records should satisfactorily account for all goods that pass through the warehouse.

    Records may include:

    • N20 warehouse declarations
    • N30 ex-warehouse import declarations
    • details of EEGs used in excise manufacture
    • 'Authority to deal' information generated when an N30 is finalised
    • movement permissions
    • remission applications
    • details of LPG and LNG sales when claiming automatic remission.

    Warehouse records must physically track individual items of stock based on the number of the warehouse declaration (N20) under which they entered the warehouse. Similarly, ex-warehouse import declarations (N30s) and weekly settlement returns must refer to the actual N20 number of the goods delivered where use of multiple clearance codes has not been approved.

    You must also keep records to show that an entry or return has been made correctly. This includes documents that come into your possession before, on, or after the making of an entry or return.

    If you (as a freight forwarder, shipping line, airline, depot or stevedore) have completed the customs formalities for the import or export of EEGs on behalf of the owner of the goods, you must keep commercial documents relating to the cargo, and its carriage to or from Australia, that come into your possession. These may include:

    • commercial invoices
    • packing lists
    • airway bills and bills of lading
    • evidence of payment made or received (such as letter of credit or telegraphic transfers)
    • tally sheets
    • gate delivery or receipt records
    • permits (where applicable).

    If you're a broker or agent acting on behalf of the owner of the EEGs, you need to keep evidence of your communications with the Department of Immigration and Border Protection and the ATO.

    All records must be legible and in English. They must be kept for five years, in Australia or overseas. We recommend you regularly update the systems and methods used to store your records.

    See also:

    Last modified: 04 Jan 2016QC 21381