Export Compliance

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From Receiving to Shipping, Get Automated and Centralized Export Control Information Where and When It’s Needed

Vista-Suite Enterprise comes complete with an export compliance toolkit to eliminate manual and fragmented processes. Compliance-critical documents like end-use Certificates and export licenses are stored within the company or part records for immediate access. Automated denied party screening runs in real time through a premium Descartes Visual Compliance integration, with audit trails and compliance holds applied to flagged inbound request for quotes (RFQs). Users can assign and track part-level classifications, including ECCN, HTS, ITAR, and more, while system-generated labels, invoices, and shipping documents embed critical customs-related information. Alerts for expiring documents, inputs for tracking customer export licenses, and proactive classification notifications reinforce internal controls. Structured note systems and note-based reporting ensure continuity and accountability across your compliance workflows.

Denied Party Screening for Export Compliance

Store scanned End Use Certificates (EUCs) and other vital compliance documentation directly in each company record. Unlike many legacy ERPs that require separate document storage or manual cross-referencing, this centralized approach guarantees quick retrieval for audits and due diligence.

Easily categorize and identify compliance documents, like End Use Certificates (EUCs), by user-defined types and expiration dates. Legacy systems rarely support this level of automated organization, reducing admin burden and risk of oversight.

Automatic inbound RFQ screening of companies and individuals against up-to-date global lists through a separate Descartes eCustoms integration. When your only option is manual screening, you risk compliance gaps. That’s why Vista-Suite automates and documents denied party screening for proactive due diligence

Manually screening every company and individual was the norm, but with Vista-Suite Enterprise, now it’s the exception. An integrated screening interface is available for scenarios that require manual checks.

Every screening event is logged with time and date stamps within each company record to provide permanent, verifiable compliance screening history

If screening flags potential issues on an inbound RFQ, the RFQ is placed on “compliance hold” for further evaluation and clearance.

Companies can be designated as “restricted” to trigger automated routing of their inbound RFQs to a list meant solely for viewing RFQs with the restricted status.

System-wide, categorized (pinned) note-taking on screening decisions and findings. Unlike basic note fields in most legacy platforms, Vista-Suite enables structured and auditable compliance record-keeping.

Presents actionable, user-acknowledged compliance warnings at key transaction points (i.e. initiating quotes, sales orders, etc.) to proactively prevent compliance mistakes that could easily be missed in older, less interactive systems.

Product Classifications & Controls

Purpose-built for international trade, fields in the part master record (ECCN, ITAR, Schedule B, HTS, etc.) support granular export/import control at the part level. This is far more flexible than the limited catalog fields typically found in other aviation ERP software, ensuring that classification data is quickly accessible where needed.

A special field called "Date Last Reviewed" exists to indicate that your person responsible for Import/Export Compliance has reviewed the classification, and the date value you assign shows when it was reviewed.

The customs value override defined in the Export/Import (Ex/Im) section of a part record is used only when a value is absent on a transaction while creating Logistics Order Shipments (LOS). Consider them as “fallback” values that can optionally be incorporated into your system documents using the system’s form designer.

A dedicated compliance note area prevents mixing with general notes. This is a massive advantage for efficient team communication and compliance awareness.

Drag-and-drop the columns of information within a table/grid to align with your viewing needs. Export compliance fields can be arranged for maximum visibility, tailored to your specific process.

An automated email alert will be sent to your designated email notification recipient when new part numbers are added to Vista-Suite Enterprise, supporting proactive compliance workflows. Premium service add-on.

Receiving & Trade Compliance

All compliance data (i.e. HTS, ECCN, origin, etc.) is shown on-screen and on printed LOR documents when receiving items. Convenience and speed come together to provide the essential information you require for speedy classification and compliance checks when receiving goods

With Vista-Suite Enterprise, you can select all the transaction documents you wish to print all at once, saving you tons of time producing the required documents for your compliance process. Generate QA Inspection forms, labels featuring compliance data, origin certificates, etc.

Ideal for MROs and distributors, it supports consistent intake processes and provides a clear audit trail for every part received. This form is built to help teams verify the quality, documentation, and condition of incoming aviation parts and materials. It aids with FAA/EASA receiving inspection recommendations, confirms proper traceability, and records visual inspections to prevent non-conforming inventory.

The inventory labels provided in Vista-Suite Enterprise include the ECCN identification and Country of Origin. Generate a barcode label for inventory item identification with essential details and space to track up to two location/bin changes. A larger 4x3-inch label contains more details and space to track up to six location/bin changes.

Compliance status is displayed throughout workflows to help optimize the handling and segregation of controlled parts. In other systems, compliance details are often hidden deep within item records as an afterthought, but Vista-Suite Enterprise promotes export compliance throughout the system.

License Documentation & Tracking

Attach and easily retrieve licenses and other critical documentation at the company or part levels throughout the system. Eliminate manual or spreadsheet-based tracking with a filing system designed for high-performing teams.

Maintain license details using adaptable, user-defined fields that can be reported, facilitating compliance workflows even without a separate and complicated license management module.

Shipping & Export Controls

Define who is responsible for shipping, insurance, customs clearance, and risk at each stage of the shipping process. Assign, track, and document international commercial (INCO) terms with supporting notes.

The customs invoice provided offers a universal format that includes all applicable export-related data elements. It also includes a standard US Export Compliance statement in the footer, which can be modified using the system forms designer

Generated part labels to help customs and carriers cross-verify goods. Essential compliance information and manufacturer traceability are embedded into a single, easy-to-read label. This isn’t a typical label; it’s a built-in quality and compliance tool that enhances every shipment.

This internal document informs warehouse staff on which items to retrieve for order fulfillment. It clearly lists customs details, part numbers, quantities, and storage locations to streamline the picking process and reduce errors. A well-prepared pick ticket helps teams move faster and with greater confidence, especially when time-sensitive orders are in play.

If you sell parts on Exchange, you can optionally have an automated return core packing slip sent to your customer. The Core Return Pack Slip is a document generated by the Logistics Order Shipping (LOS) module to accompany the shipment of a part that requires a core return. It provides clear instructions and reference details for the recipient to return the used or repairable core, allowing your customer to ship it back easily.
Typically included in the outbound shipment, the slip stays with the new or overhauled part and serves as both a return authorization and a tracking reference when the core is returned. This document helps streamline the reverse logistics process, reduce delays in core returns, and ensure proper matching of returned cores to original transactions.

The Logistics Order Ship (LOS) transaction interface distinguishes between a general "items" view (representing the ordered or expected items) and a detailed "stock" view (representing the individual inventory records/serialized parts). If you toggle to the Stock View, you can quickly total your customs values by Part Number, Location, Schedule B, HTS, or ECCN codes. This makes filing for your Shipper’s Export Declaration (SED) quick and easy.

Audit Trail, Documentation & Reporting

Create, categorize, and date/time-stamp compliance notes across all transactions. This level of structured documentation is totally unique to Vista-Suite Enterprise. Attach files to a note, lock a note, search, filter on notes, and even run reports on different pin categories. Vista-Suite Enterprise's pinned note system is so powerful that some companies use it instead of a CRM.

Generate system-wide or targeted compliance and due diligence reports by note type, date, or company. Staff changes, long sales cycles, and cross-departmental interactions can lead to a loss of context. Notes often contain important human input not captured elsewhere. With note-based reporting, teams can retrieve institutional knowledge embedded in the Vista-Suite Enterprise ERP.

This report can be used to pinpoint soon-to-expire compliance documents to keep you ahead of last-minute hurdles. Now you can proactively renew or update documents, ensuring continuous compliance with customer, regulatory, or internal requirements.

See what company records need to be screened and what current statuses are, as well as a review of any Export Compliance Notes attached to the company. Sort all companies according to the restricted party screening categories of clear, hold, or restricted. A separate Descartes membership is not required, but is recommended to automate the screening process.

Attach Compliance Files to Company Records

Save and Easily Access Customer Export Licenses and Other Files

Integrated and Automated Denied Party (Export Compliance) Screening

Manual Denied Party (Export Compliance) Screening

Screening Results Audit Trai

Every screening event is logged with time and date stamps within each company record to provide permanent, verifiable compliance screening history.

Export Compliance Notes

Real-time Compliance Warnings

Export/Import (EX/IM) Details are Easy to Locate in the Part Master Record

Override A Part’s Monetary Value for Customs Documentation When A Value Does Not Exist

Pinned (Categorized) Internal Notes System

Customizable Viewing of Information Tables with Adjustable Columns

Drag-and-drop the columns of information within a table/grid to align with your viewing needs. Export compliance fields can be arranged for maximum visibility, tailored to your specific process.

Notifications Will Trigger When a new Part Record is Created

Logistics Order Receiving (LOR) and Visibility of Trade Compliance Information

Unlimited User Defined Fields (UDFs) Enable Tailored Viewing of Customer Export License Details

Maintain license details using adaptable, user-defined fields that can be reported, facilitating compliance workflows even without a separate and complicated license management module.

Quickly Toggle Between an Item or Stock View for Quickly Total Customs Values

Standard Reports Include:

Certificate of Origin: When importing goods, it is often necessary to provide Customs with the Source of Origin, or Country, where the product was produced. Vista Suite offers a pre-built Certificate of Origin document found in the Logistics Order Receipt (LOR) application.
Quality Assurance Inspection Form: When importing goods, it is often necessary to provide Customs with the Source of Origin, or Country, where the product was produced. Vista Suite offers a pre-built Certificate of Origin document found in the Logistics Order Receipt (LOR) application.
Customs Invoice Document: The Customs Invoice, generated by the Logistics Order Shipping (LOS) module, is a required document for international shipments. It provides customs authorities with all the necessary details to assess duties, taxes, and ensure the legal movement of goods across borders. This includes information such as item descriptions, quantities, declared value, country of origin, HTS codes, Incoterms, and full shipper and consignee details. The Vista-Suite Enterprise LOS system automatically pulls this data from the corresponding order, reducing manual entry and minimizing errors. By standardizing this critical document, the system helps shippers maintain compliance with global trade regulations and avoid delays in customs clearance.
Shipping Label: Essential compliance information and manufacturer traceability are embedded into a single, easy-to-read label. This isn’t a typical label; it’s a built-in quality and compliance tool that enhances every shipment.
Unlike generic ERP-generated labels, this format includes critical export and customs data, supports serialized inventory management, and includes QR codes to quickly retrieve the corresponding LOS record through the Vista-Suite Enterprise mobile application.
Core Return Pack Slip: The Core Return Pack Slip is a document generated by the Logistics Order Shipping (LOS) module to accompany the shipment of a part that requires a core return. It provides clear instructions and reference details for the recipient to return the used or repairable core component. Typically included in the outbound shipment, the slip stays with the new or overhauled part and serves as both a return authorization and tracking reference when the core is sent back. This document helps streamline the reverse logistics process, reduce delays in core returns, and ensure proper matching of returned cores to original transactions.
Pick Ticket: This internal document informs warehouse staff on which items to retrieve for order fulfillment. It clearly lists part numbers, quantities, and storage locations to streamline the picking process and reduce errors. A well-prepared pick ticket helps teams move faster and with greater confidence, especially when time-sensitive orders are in play.
Detailed Inventory Label: The layout is both informative and useful; complete with QR code, unique signal icon, and space to keep track of location changes.
Filtered Company Screening Results: Displays the outcomes of compliance screenings for selected companies filtered on timeframe, company name, and record status. For best results, join Descartes separately to integrate and automate restricted party screening.
Export Compliance Status for All Companies: Sorts all companies according to the restricted party screening categories of clear, hold, or restricted. A separate Descartes membership is not required but is recommended to automate the screening process.
Expiring Documents Report: Lists files and documents based on expiration dates to determine ones requiring attention.
Pinned Notes Summary: A quick reference to all pinned notes across the system matching the specified search parameters.

Samples:

Certificate of Origin

When importing goods, it is often necessary to provide Customs with the Source of Origin, or Country, where the product was produced. Vista Suite offers a pre-built Certificate of Origin document found in the Logistics Order Receipt (LOR) application.

Quality Assurance Inspection Form

Customs Invoice Document

The Customs Invoice, generated by the Logistics Order Shipping (LOS) module, is a required document for international shipments. It provides customs authorities with all the necessary details to assess duties, taxes, and ensure the legal movement of goods across borders. This includes information such as item descriptions, quantities, declared value, country of origin, HTS codes, Incoterms, and full shipper and consignee details. The Vista-Suite Enterprise LOS system automatically pulls this data from the corresponding order, reducing manual entry and minimizing errors. By standardizing this critical document, the system helps shippers maintain compliance with global trade regulations and avoid delays in customs clearance.

Shipping Label

Essential compliance information and manufacturer traceability are embedded into a single, easy-to-read label. This isn’t a typical label; it’s a built-in quality and compliance tool that enhances every shipment.
Unlike generic ERP-generated labels, this format includes critical export and customs data, supports serialized inventory management, and includes QR codes to quickly retrieve the corresponding LOS record through the Vista-Suite Enterprise mobile application.

Core Return Pack Slip

The Core Return Pack Slip is a document generated by the Logistics Order Shipping (LOS) module to accompany the shipment of a part that requires a core return. It provides clear instructions and reference details for the recipient to return the used or repairable core component. Typically included in the outbound shipment, the slip stays with the new or overhauled part and serves as both a return authorization and tracking reference when the core is sent back. This document helps streamline the reverse logistics process, reduce delays in core returns, and ensure proper matching of returned cores to original transactions.

Pick Ticket

This internal document informs warehouse staff on which items to retrieve for order fulfillment. It clearly lists part numbers, quantities, and storage locations to streamline the picking process and reduce errors. A well-prepared pick ticket helps teams move faster and with greater confidence, especially when time-sensitive orders are in play.