Overview
Since Toro manufactures and distributes our product globally, a Country of Origin Manufacturers Affidavit or a NAFTA (North American Free Trade Agreement) Certificate is required for all purchased items in order to comply with a variety of government documentation requirements.
Toro may export these items for our manufacturing operations or to our customers. Lack of Origin information has caused significant delays in these shipments, as well as the potential for fines to be levied by customs in other countries.
Due to the importance of this information, Supplier Performance Evaluation scores will be impacted by a significant measure related to compliance. Additionally, if the missing information causes delays or fines upon exportation or importation, the supplier may be charged for those costs.
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Toro’s old process consisted of sending the NAFTA certificate or Manufacturer’s Affidavit by e-mail, mail, or fax. The data is then entered by cutting and pasting or manually entering the data into a file that is uploaded twice a week. With this type of manual process it can take days to enter the data and errors occur, which are not found until the upload is complete.
Supplier Community
With the Supplier Community technology the NAFTA certificate or Manufacturer’s Affidavit will be uploaded into Toro’s MRP system directly by you. You will be notified when the file is submitted.
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Toro will validate the form before the data is entered into the MRP system. If the data is correct, the file will be uploaded. If any validated data is incorrect, the whole file will be dumped. An e-mail will be sent informing you of the incorrect data. Once the data is corrected, the file, in its entirety, must be resubmitted. Therefore, it is important that the file be saved before the upload is done.
Note: In order for our MRP system to upload the file, it needs to be converted from an XLS file to a CSV file. If this is not done, the file will be rejected. There two different requirements for the NAFTA certificate and Manufacturer’s Affidavit.
Note: Swath the electronic process, a signature or a hard copy of either form is not required.
NAFTA Process
Use the NAFTA (North American Free Trade Agreement)
Certificate when the part is manufactured in the
Note: Use the Tab key to move within the form.
Note: The part information must be entered between the column header row (i.e. Toro’s Part Number, etc.) and the row above the certification section to be uploaded and validated. If data is outside these parameters, the information will not be accepted and will need to be resubmitted.
Note: If more rows are needed, use the Insert, Rows command from the spreadsheet tool bar. The Insert Rows icon is not available. To add multiple rows, highlight several rows before selecting the Insert option.
Note: You will not be able to delete rows using the Edit, Delete, Rows functionality. Therefore, highlight the data, and use the Delete key on the keyboard. Leaving a blank row is acceptable and will not affect the validation.
Below is a copy of the NAFTA certificate template.
o Under Section 1, Exporter Name and Address, Section 3, Producer Name and Address, and Section 4, Importer Name and Address, read NAFTA instructions on the government web site for the CBP form 434 to fill in the appropriate information.
o Note: The link to the web site is located on the Import/Export page under the Import/Export portlet.
ADD NEW PAGE USING SNAG-IT
o Under Section 2, Blanket Period, enter the dates as MM/DD/YYYY; the cells are correctly formatted for this format. Since NAFTA certificates are only valid for one year, the two dates should span a calendar year. The From: field should read the first day of the year. The To: field should read the ending day of the year.
o Note: Toro requests the NAFTA form start on the first day of the calendar year and end on the last day of the calendar year.
o For Section 5, Description of Goods, cut and paste the Toro part number, supplier part number, and Toro description from the Materials without Country of Origin downloadable report or the Country of Origin – All Materials - download. They are found under the Reports & Forms portlet on the Import/Export page.
o Note: If your part number is not listed, and your company has one, please enter it manually on the NAFTA certificate.
o Note: You may enter the data manually, if you wish to be proactive. Make sure the Toro part number is entered correctly or the file will not be accepted. If the part number has not been created in our MRP system, contact your buyer. Until it is in the system, you will not be allowed to submit the part number.
o For Section 6, HS Tariff Classification Number, enter the numeric value, which is a minimum of seven digits, including the dot, and a maximum of twelve digits, including dots.
o Note: Toro will validate the correct format, i.e., xxxx.xx, xxxx.xx.xx, xxxx.xx.xxxx
o Section 7, Preference Criterion, enter an alpha character.
o Note: If you enter a ‘C’, you will need to delete the ‘riterion’ that will populate, since the spreadsheet program automatically inserts the header word.
o Section 8, Producer, enter a ‘Yes’ or ‘No’. No must always be followed by a number. Due to Toro’s MRP system, dashes and parentheses will not be accepted.
o For Section 9, Net Cost, enter a ‘No’ or ‘NC’. Government regulations only allow these two criteria. Do not enter a dash (/) between the ‘N’ and the ‘C’ or the row will be rejected.
o Section 10, Country of Origin, requires the country of origin code. This is a two character code. Toro has supplied the current list on the Import/Export page under the Reports & Forms portlet.
o Reminder:
The NAFTA certificate should only used for parts manufactured in
o Under Section 11 fill in the required data.
o Section 11b, Company, enter the company name.
o Section 11c, Name, enter your name.
o Section 11d, Title, enter your position title.
o Section 11e, Date, enter today’s date. The format is MM/DD/YYYY.
o Section, 11f, Telephone, enter your phone number and fax number.
o Toro’s Supplier Number cell, enter the six digit number. Since the cell is formatted for ten numbers, it will automatically enter the leading zeros.
o Once the certificate has been completed, save the file to your desktop, hard drive, or internal drive.
o To submit the data, enter the file path in the box or click the Browse button, find the file and click it so the path will populate the box. Then click the Upload File button, which will submit the data.
Manufacturer’s Affidavit Process
Use the Manufacturers Affidavit form when a part is not
manufactured in the
The form is protected, which means you are only allowed to enter data into specific cells. This protection allows Toro’s MRP system to validate and copy the correct information.
Note: Use the Tab key to move within the form.
Note: The part information must be entered in between the “Toro’s Part Number’ row and the ‘Printed Name’ row. If more rows are needed, use the Insert, Rows command from the tool bar. The Insert Rows icon is not available. To add multiple rows, highlight several rows before selecting the Insert option.
Note: You will not be able to delete rows using the Edit, Delete, Rows functionality. Therefore, highlight the data, and use the Delete key on the keyboard. Leaving a blank row is acceptable and will not affect the validation.
Below is a copy of the Manufacturer’s Affidavit template.
o On line 2, Supplier Name and Address, enter your company name and address, which you can enter on one row. The company logo is unnecessary. If more rows are needed, use the Insert, Rows functionality.
o Enter the part information below the Toro’s Part Number row. Cut and paste the Toro part number, supplier part number, and Toro description from the Materials without Country of Origin report or the Country of Origin – All Materials - download. It is found under the Reports & Forms portlet on the Import/Export page.
o Note: If your supplier part number is not listed, and your company has one, please enter it manually on the NAFTA certificate.
o Note: You may enter the data manually, if you wish to be proactive. Make sure the Toro part number is entered correctly or the file will not be accepted. If the part number has not been created in our MRP system, contact your buyer. Until it is in the system, you will not be allowed to submit the part number.
o Enter your name in the Printed Name field.
o For the Title field, enter your title.
o In the Company field, enter your company name.
o Enter today’s date in the Today’s Date field. The field is formatted for MM/DD/YYYY.
o In the Supplier Number field, enter the six digit number. Since the cell is formatted for ten numbers, it will automatically enter the leading zeros.
o Once the certificate has been completed, save the file to your desktop, hard drive, or internal drive.
o To submit the data, enter the file path in the box or click the Browse button, find the file and click it so the path will populate the box. Then click the Upload File button, which will submit the data.
o
Use the following
error report for COO reports if no data, “The report should be viewable”. If an error message is needed, please use
"No Data Available"
o
How do we treat
proactive suppliers, in regards to p/n not tied to supplier in Info Record and
Material Master?
o
Parts submitted
immediately – no delay – weekly reminders – sent out, when how to whom
Multiple v/ns – p/ns that belong
to another v/n – address process