Appendix B

Series 3 (Countries other than USA & EU) No. 10/2003

The Application Type should tally with the source of quota. Traders should note that re-lodgment is not allowed for licence applications rejected due to incorrect Application Type which is tantamount to wrong use of licence form.

The textile year of the licence application should in general be the quota year that the subject licence is applied for but a textile year other than the current calendar year may sometimes be used. For examples, the textile year for amendments of 2002 licence lodged in the year of 2003 should still be "2002".

TCR and FR numbers must be entered in a form of a 5-digit and hence, leading zero should be provided as necessary.

For licence applications for export to Canada, the EU and the USA, FR number must be provided by the manufacturer.

CO number and the issuing organisation must be provided for licence applications for export to the EU (with 28-day validity).

There is a separate box for traders to indicate the CO issuing organisation. Thus, there is no need to include the abbreviation of the issuing organisation in front of the CO number.

For licence applications covering cut-and-sewn garments to the USA, special statement(s) on particulars of PN must be provided by both the exporter and the manufacturer.

For fresh applications and pre-shipment amendments, traders must indicate that the Departure Date is the "Estimated Departure Date". Yet it should be at least one clear working day after the date of lodgment and should not go beyond the validity period of the licence if approved.

Traders should give the relevant vessel name or flight number if such information is available at the time of lodgment. If such information is not available, they still have to indicate either "by sea" or "by air" as the Mode of Transport but leave the Vessel/Flight No. and Vessel Name blank if "by sea" or "by air"  are repeated in the two fields, otherwise the application may be deferred.

For categories where control unit is in dozen, SQM or ESM, the Quantity in Words should be presented in a correct way. For example,

For categories where the control unit is in dozen, quantities which do not form a full dozen must be converted into dozen up to 2 decimal places for Quota Quantity strictly in the following manner :

1/12 = 0.08 2/12 = 0.17 3/12 = 0.25 4/12 = 0.33

5/12 = 0.42 6/12 = 0.50 7/12 = 0.58 8/12 = 0.67

9/12 = 0.75 10/12= 0.83 11/12= 0.92

Traders should note that incorrect rounding up of decimal place for Quota Quantity may cause the licence applications be deferred. Such conversion rule is also applicable to the Quantity in Quota Units contained in the Quota Source Information Box.

The Manufacturer's Part of Manufacturing have to be made as shown in the table below.

For case of exporter-cum-manufacturer, the Part of Manufacturing of the manufacturer should be "Whole product and all processes".

Traders must clearly indicate in the Description of Goods Box that the subject goods are hanging garments where appropriate by choosing "Hanging Garments" as the unit of the Number of Packages. With regard to the Number of Packages, they need to enter the total number of pieces involved as each piece of hanging garment is a single pack of goods. Indicating "one carton" or "part of one carton" as the Number of Packages will not be accepted. As such, traders should avoid to choose the Part Load indicator if the subject goods are hanging garments.

The category/sub-category number given should be the number of the corresponding agreement category. Yet starting with the word "CAT." or "CATEGORY" is not allowed. Traders should not enter space before the category number too. For Basket Category Quota categories for export to the USA, traders must enter "GP I", "GP II" or "GP III" in upper case as appropriate but not "Group I", "G.P. II" or "Gp 3".

Multiple categories are not allowed for licence applications for export to the EU except if permit categories are involved where the corresponding main category must be provided as well as for licence applications of Basket Category Quota categories for export to the USA.

For other licence applications for export to the USA and Canada, no more than 3 categories of product are allowed in respect of a single application.

Separate licence applications should be made for garment items in Group I and textiles items in Group II for export to Canada.

For licence applications against free quota, Quota Window Arrangement (QWA) for Cold Categories, and QWA for Made-to-measure suites (for the USA market), the TCR number in the Quota Source Information Box must be blank.

With a few exception, the category code in the Quota Source Information Box is the same as the one appears on the Line Item.

Traders should note that the total quantity in the Quota Source Information Box must equal to the sum of the quantity at the corresponding Line Items except the cases below:

1. Basket Category Quota categories for export to the USA
   
   

2. children garment [i.e. goods of sizes 2-6X under Items 1a, 1b, 2, 3/4a, 4b, 5b, 7/8b, 7/8c, 9 and 11b] for export to Canada
   
   

3. children's wear permit for export to the EU

The total quantity in the Quota Source Information Box of the above cases should still tally with the sum of the quantity at the Line Items in accordance with the requirements stipulated in relevant Notices to Exporters (NEs).

The standard declaration codes given should match with the role played by the applicants. Traders should refer to the Appendix C for the list of standard declaration codes. Subsequent changes to these standard declaration codes, where necessary, will be publicised through NEs.

For case of exporter-cum-manufacturer, traders should make sure that all incomplete declarations are rectified before re-lodging the deferred licence applications.

Traders should exercise due care in inputting statement codes.

Special statement codes 007, 022, 023, 026, 027, 028, 043 and 044 are required to be made by both the exporter and the manufacturer(s).

For licence applications against FQ source, the exporter needs to provide special statement code 001, 002, 003 or 004 as appropriate. If NQ source quota is involved, special statement code 005 is required to be made by the exporter. If licence applications are valid for 3 months for export to the EU, the exporter must include special statement code 006 in the electronic submission.

Other special statement codes are required to be made by the exporter as the case may be.

Subsequent changes to be special statement codes, where necessary, will be publicised through NEs.

For USA categories where the control unit is in kg, the exporter has to make special statement code 013 in his licence application on which he needs to provide two weights, one for restrained textile components and one for non-restrained textile/non-textile components. The sum of the two weights included in the special statement code 013 must equal to the total weight of the licence, otherwise the application will be deferred.

For cases of amendment/cancellation, traders have to provide explanation if any of the licence copies cannot be returned. Entering the word "NIL" as the reason for not returning licence hardcopies will not be accepted.

Request to amend the validity of licence from 28 days to 3 months or vice versa in respect of the electronic message in any case is not allowed.

Amendment to particulars other than the quantity contained in the Quota Source Information Box is not allowed. In case where a particular quota source is not required, traders should amend the quantity to zero instead of deleting the relevant quota source information.

Supporting documents in most cases are not required for fresh licence applications. Traders should take due care for avoidance of giving a wrong indication.

When OPA is involved, the special statement code 033 has to be made and the OPA Audit Number printed on the OPA Combined Form must be quoted in the special statement in free text (code A01). The numbers must be entered right at the start of each line in the free text box in the following manner:

OPA NO. : xxxxxxx, xxxxxxx, xxxxxxx...... (up to a total of 70 characters in each line)

OPA NO. : xxxxxxx, xxxxxxx, xxxxxxx......

The special request code 004 indicating the "the licence copies and/or relevant docuemtns to support this request are still in the possession of the Department and are to be retained by the Department for processing of this request" is only applciable for licence amendment/cancellation. Traders should take due care for avoidance of giving a wrong indication in fresh licence application/re-lodgment.

Numerals and upper case letters apart, traders are advised to use the special characters listed below only, otherwise their licence applications may be rejected.

Full stop  Comma Hyphen/minus sign Opening parenthesis Closing parenthesis Oblique stroke/slash Equals sign Apostrophe Plus sign Colon Question mark Exclamation mark Quotation mark Percentage sign Ampersand Asterisk Semi-colon Less-than sign Greater-than sign

. , - ( ) / = ' + : ? ! ' % & * ; < >

Important Note : The above checklist is prepared to facilitate the screening of errors and omissions and is by no means exhaustive.