What Is an ITN Number and Why Do Exporters Need It?

An Internal Transaction Number (ITN) is the confirmation number generated by the Automated Export System (AES) when it accepts an Electronic Export Information (EEI) filing. Exporters or their authorized agents provide the ITN to the carrier as proof of filing and include the citation on the required shipping documents.

We’re addressing three questions in this blog post

1. What does ITN mean?
2. What is an ITN number used for?
3. Why is an ITN number important for exporters?

What Is an Internal Transaction Number (ITN) in Exporting?

The U.S. Foreign Trade Regulations (FTR) require that exporters or their agents file their electronic export information (EEI) through AES for most exports of merchandise valued at more than $2,500 by Schedule B number. You'll find more complete instructions of when you need to file in my previous blog post, How to File EEI Through AESDirect: AES Filing Requirements for Exporters, or in the video below.

You can file your EEI to AESDirect by logging into the U.S. Customs and Border Protection's Automated Commercial Environment (ACE) platform and keying in your export information. Or you can use a software program like Shipping Solutions export documentation software to file through AESDirect without having to rekey your export information on the AESDirect screen. This eliminates redundant data entry—which saves you time—and improves the accuracy of your data.

Once you have submitted your EEI to AESDirect on the Automated Commercial Environment (ACE) platform, the AES server provides a confirmation number—the ITN—that the information was accepted by and is on file with AES.

The ITN will appear on the AESDirect filing summary screen along with green box that says "Accepted" under the status column. In addition, AESDirect will email the ITN to the email address associated with the account that submitted the EEI.

That number is your proof of filing, and should be included in your bills of lading and the Shipper's Letter of Instruction (SLI) so your forwarder—and U.S. Customs and Border Protection—know you’ve filed. (You can download free samples of those documents here.)

Example of an ITN

An ITN contains 15 characters: the letter X followed by 14 digits. The first eight digits represent the year, month and day AES accepted the filing. The final six digits are assigned by the system. For example: X20160406131357. It should be preceded on your paperwork by AES ITN.

Why Is an ITN Important for Exporters?

Your ITN plays three important roles in the export process:

1. It’s your proof of filing.

Your AES ITN number is proof that you or your agent has filed the EEI as required by the FTR. An ITN confirms that AES accepted your EEI filing. It does not establish that every reported detail is correct or replace an export license or other required authorization. Exporters must still review their filing information and resolve applicable AES messages.

Filing incorrect information can result in civil penalties, and knowing violations can carry criminal penalties as enforced by the Office of Export Enforcement (OEE) within the U.S. Department of Commerce, and U.S. Customs and Border Protection within the Department of Homeland Security.

2. It can help you verify the accuracy of filing in a routed export transaction.

In a routed export transaction, the ITN allows you to make sure the information filled out on your behalf was accurate. While I’d suggest not letting anyone else file through AES on your behalf, if you do, you should at least be monitoring each transaction and making sure the freight forwarders you work with are completing the documentation correctly.

This is easy to do: Simply go into the ACE portal and run a report of your own shipments as well as the shipments third-party freight forwarders have filed using your EIN. We explained the process step-by-step in a previous article, Discover AESDirect Reports on ACE.

3. It’s required on certain documents.

Finally, the Internal Transaction Number must appear on certain documents. Without it, your shipments may be held up in customs or by your carrier and/or your freight forwarder.

How Long Should You Keep ITN Records?

Keep your ITN with the related EEI filing and supporting shipment records. Under the Foreign Trade Regulations, records generally must be retained for five years from the date of export. If another applicable agency requires a longer retention period, follow that requirement. Keeping the ITN alongside your export documents makes it easier to locate the filing when reviewing a shipment or responding to an audit.

Simplify AES Filing with Shipping Solutions

With Shipping Solutions export documentation software, you can use the shipment information you’ve already entered for your export documents to file your EEI through AESDirect. That means less rekeying and fewer opportunities for discrepancies between your export documents and your AES filing.

Shipping Solutions prompts you for the additional information needed for your filing and connects you to AESDirect through the ACE portal. Once AES accepts your filing, you receive your ITN as proof of filing.

Request a free demo to see how Shipping Solutions can simplify your export documentation and AES filing process.

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This article was first published in August 2017 and has been updated to include current information, links and formatting.