Manufacturing · Epicor Prophet 21

How to Prepare Export Documents in Epicor Prophet 21

Export documentation is where one missing field stops a shipment. Before freight leaves, the consignee has to be screened, every line needs a Schedule B number and origin, the AES filing has to return an ITN when value requires it, and the commercial invoice, packing list and certificate of origin must all agree.

This guide follows a recorded ocean export to Hamburg in Epicor Prophet 21: restricted party screening, order entry with classification, a trade specialist review of an unclassified line, barcode staging, pre-shipment validation with a hard hold, the AES filing, document assembly, and a later invoice amendment requested by the customs broker.

  • Who does itShipping and logistics (export desk), with the trade specialist confirming classifications
  • How oftenPer export shipment
  • Steps13 steps · 8 systems
  • By hand8–30 hours per day across shipping and logistics

Watch the full workflow

every click in this recording is an AI agent — no one is touching the keyboard.

In the recording, an AI agent screens new customer Baltic Drive Systems GmbH in Descartes Visual Compliance (0 records returned, reference RPS-88204417) and records the result in Prophet 21 Customer Maintenance. It enters order 2204502 against PO BDS-PO-7731 with four lines; one imported line, CPL-KIT-BD1, has no Schedule B and goes on audit hold until the trade specialist approves 8483.60.8000. Staging on a handheld captures 3 pallets, 160 cartons and 1,486 kg. Validation finds every Schedule B line over USD 2,500, places a hard shipping hold, and the agent files in ACE AESDirect for ITN X20261014603127, which releases the dock. It generates the commercial invoice, packing list and certificate of origin, uploads them to Atlantic Bridge Line and emails the forwarder, broker and consignee. Two weeks later the Hamburg broker asks for the 5% discount on each line, and the agent reissues invoice 5514120 as revision B with the total unchanged.

  1. 1:24Set up the consignee's export defaults
  2. 1:36Screen the consignee against restricted party lists
  3. 1:48Record the screening result on the customer
  4. 2:36Enter the order and classify each line
  5. 2:54Trade specialist confirms the missing classification
  6. 3:30Stage the shipment with barcode scans
  7. 4:24Run pre-shipment validation
  8. 5:54File the EEI in AESDirect
  9. 6:12Enter the ITN and release the hold
  10. 6:42Generate the export document set
  11. 7:06Send documents to the carrier, forwarder and broker
  12. 7:30Handle a destination customs query
  13. 7:54Reissue the amended commercial invoice

Systems involved

You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.

  • Epicor Prophet 21Customer Maintenance, Order Entry, Shipment Records and Export Documentation (validation, AES/ITN, documents, amendments)
  • Descartes Visual ComplianceRestricted party screening of the consignee
  • ExcelOrder line import template for the custom item
  • Warehouse handheldBarcode staging of pallets with cartons, weight and dimensions
  • ACE AESDirectElectronic Export Information filing that returns the ITN
  • PDFCommercial invoice, packing list and certificate of origin
  • Atlantic Bridge Line portalOcean carrier booking where shipping instructions and documents are uploaded
  • OutlookDocument set to forwarder, broker and consignee; broker amendment request

What you start with

  • Customer PO BDS-PO-7731 and ship-to
  • Item master Schedule B numbers and origin
  • Excel order line import
  • Handheld staging scans
  • Carrier booking ABL7741920

What you end with

  • Screened and cleared consignee
  • Classified order 2204502
  • AES filing with ITN X20261014603127
  • Commercial invoice 5514120, packing list, certificate of origin
  • Amended invoice revision B

The workflow at a glance

Action Decision Human review Select a step to jump to how it's done.

  1. 01 Action · Epicor Prophet 21 Set up the consignee's export defaults
  2. 02 Decision · Descartes Visual Compliance Screen the consignee against restricted party lists Yes Match or red flag: compliance hold and compliance officer review. No No match: customer cleared and order entry opened.
  3. 03 Action · Epicor Prophet 21 Record the screening result on the customer
  4. 04 Action · Epicor Prophet 21 Enter the order and classify each line
  5. 05 · Human review · LaunchAI Portal Trade specialist confirms the missing classification
  6. 06 Action · Warehouse handheld Stage the shipment with barcode scans
  7. 07 Decision · Epicor Prophet 21 Run pre-shipment validation Yes AES required: file EEI and hold labels and dock release until the ITN is on the shipment. No No filing needed: print labels and release to the dock.
  8. 08 Action · ACE AESDirect File the EEI in AESDirect
  9. 09 Action · Epicor Prophet 21 Enter the ITN and release the hold
  10. 10 Action · Epicor Prophet 21 Generate the export document set
  11. 11 Action · Outlook Send documents to the carrier, forwarder and broker
  12. 12 Decision · Outlook Handle a destination customs query Yes Amend the document and send it to the broker. No No action; close the shipment.
  13. 13 Action · Epicor Prophet 21 Reissue the amended commercial invoice

Step-by-step: how to do it

  1. Action · Epicor Prophet 21 · 1:24 in the video

    Set up the consignee's export defaults

    In Customer Maintenance, open the customer and on the Ship To tab set the export defaults: incoterm, mode and port. Leave order entry blocked until screening is done.

    In the video
    Customer
    12044 Baltic Drive Systems GmbH
    Location
    Hamburg, Germany
    Currency
    USD
    Ship-to
    12044-1
    Terms
    FOB Norfolk, VA, ocean freight, port to port

  2. Decision · Descartes Visual Compliance · 1:36 in the video

    Screen the consignee against restricted party lists

    Run Standard Screening on the company and country with fuzzy matching and all lists (export, sanctions, OFAC, BIS, EU, UN). Save the search reference to the audit log.

    • If yes Match or red flag: compliance hold and compliance officer review.
    • If no No match: customer cleared and order entry opened.
    In the video

    Denied party screening for Baltic Drive Systems, Germany.

    Fuzzy level
    2
    Result
    0 records returned, no country alerts
    Reference
    RPS-88204417
    Time
    10/12/2026 9:02 AM
    Monitoring
    enrolled in dynamic screening

  3. Action · Epicor Prophet 21 · 1:48 in the video

    Record the screening result on the customer

    On the Compliance tab, enter the provider, screening reference, result and date, confirm the compliance hold is off, and save so order entry opens.

    In the video
    Screening Result
    Cleared - 0 records returned
    Reference
    RPS-88204417
    Monitoring
    dynamic screening enrolled
    Order Entry
    Open

  4. Action · Epicor Prophet 21 · 2:36 in the video

    Enter the order and classify each line

    In Order Entry, enter customer, ship-to and PO. Add lines; the Schedule B and origin come from the item master. Import any custom lines from the Excel template and check each has a Schedule B.

    In the video

    Order for PO BDS-PO-7731, FOB Norfolk, VA.

    Order total
    USD 24,320.00 after 5% discount
    • BRG-6208-2RS
      Schedule B
      8482.10.5000
    • HGP-2015-A
      Schedule B
      8413.60.0030
    • RC-80-10
      Schedule B
      7315.11.0000
    • CPL-KIT-BD1 Schedule B Missing → Audit Hold
      Source
      imported from Excel

  5. Human review · LaunchAI Portal · 2:54 in the video

    Trade specialist confirms the missing classification

    The trade specialist reviews the held line, the proposed Schedule B and its basis (description, similar items, set rule, license check), then approves or rejects. On approval, enter it on the order line so the audit hold clears.

    In the video

    Classification for CPL-KIT-BD1 Shaft Coupling Kit.

    Quantity
    40 EA
    Value
    USD 4,427.00
    Proposed Schedule B
    8483.60.8000
    Basis
    3 other coupling items use it; classified by the coupling as essential character
    Export control
    EAR99, no license required for Germany
    Result
    Approved and entered

  6. Action · Warehouse handheld · 3:30 in the video

    Stage the shipment with barcode scans

    At the export dock, scan each pallet label, then enter cartons, floor-scale gross weight and dimensions on the handheld. The data syncs to the shipment record in Prophet 21.

    In the video

    Pick ticket 3310872 staged at Dock 4.

    Pallets
    3
    Cartons
    160
    Gross
    1,486 kg
    Hazmat items
    0
    • Pallet 2 · gear pumps
      Qty
      24 EA
      Cartons
      24
      Weight
      171 kg
      Dims
      120 x 100 x 80 cm

  7. Decision · Epicor Prophet 21 · 4:24 in the video

    Run pre-shipment validation

    In Export Documentation, enter the pick ticket and Run validation. Check each line's Schedule B, value, weight, origin and incoterm, then the value-threshold test per Schedule B number.

    • If yes AES required: file EEI and hold labels and dock release until the ITN is on the shipment.
    • If no No filing needed: print labels and release to the dock.
    In the video

    4 of 4 lines pass; every Schedule B over the USD 2,500 limit → AES Required.

    Example
    8413.60.0030 at USD 9,576.00
    Hold
    Hard Shipping Hold placed: the ITN is missing.

  8. Action · ACE AESDirect · 5:54 in the video

    File the EEI in AESDirect

    Create Export Filing: shipment reference, port of export, country and departure date; USPPI and ultimate consignee; one commodity line per Schedule B with value, weight and license code; then carrier SCAC, vessel and booking. Submit and wait for the ITN.

    In the video

    AES filing accepted.

    Filing
    ACME-3310872
    Port
    1401 - Norfolk, VA
    Carrier / vessel
    ABLU / ABL Chesapeake
    Booking
    ABL7741920
    Lines
    4
    Value
    USD 24,320
    ITN
    X20261014603127

  9. Action · Epicor Prophet 21 · 6:12 in the video

    Enter the ITN and release the hold

    On the AES / ITN tab, enter the ITN against the shipment and save. Confirm AES status is Filed, accepted, the hard hold is removed and labels can print.

    In the video
    ITN
    X20261014603127 saved
    Staging
    Released to dock
    Departure
    10/17/2026
    Labels
    Ready to print

  10. Action · Epicor Prophet 21 · 6:42 in the video

    Generate the export document set

    On the Documents tab, generate the commercial invoice, packing list and certificate of origin from the shipment record. Check the ITN, incoterm, Schedule B and origin per line, totals and the export control statement.

    In the video

    Export documents generated.

    • Commercial_Invoice_5514120.pdf
      Total
      USD 24,320.00
      ITN
      X20261014603127
      Terms
      FOB Norfolk, VA
      License
      NLR ECCN EAR99
    • Packing_List_3310872.pdf
    • Certificate_of_Origin_5514120.pdf

  11. Action · Outlook · 7:06 in the video

    Send documents to the carrier, forwarder and broker

    Upload the three files to the carrier booking as shipping instructions, then email the same set to the forwarder, the destination customs broker and the consignee with shipper, invoice, ITN, booking, sailing and cargo summary.

    In the video

    Booking ABL7741920 on Atlantic Bridge Line.

    Email
    Export documents: invoice 5514120, booking ABL7741920, ABL Chesapeake 042E
    Route
    Norfolk 10/17/2026 → Hamburg 10/28/2026
    Pallets
    3
    Cartons
    160
    Weight
    1,486 kg

  12. Decision · Outlook · 7:30 in the video

    Handle a destination customs query

    Read any broker or customs request after departure and decide whether the documents must be amended. Note what must change and what must not.

    • If yes Amend the document and send it to the broker.
    • If no No action; close the shipment.
    In the video

    Request from the Hamburg broker.

    Status
    cargo held at terminal, storage from 11/02/2026
    Customs needs
    gross, discount and net per line instead of one 5% discount
    Must not change
    quantities, Schedule B and invoice total

  13. Action · Epicor Prophet 21 · 7:54 in the video

    Reissue the amended commercial invoice

    Open the closed shipment in amendment mode, choose the change type and reason, and reissue. Check the new revision's total still matches the GL posting, then send the PDF to the broker.

    In the video
    Change type
    Commercial invoice format
    Reason
    Customs broker request: show the discount on each line
    Invoice
    5514120 revision B
    Total
    unchanged at USD 24,320.00
    Audit
    change written to the audit log

Rules, exceptions and controls

Rules to follow

  • No order entry until the consignee is screened and cleared; a match places a compliance hold.
  • Every line needs a Schedule B number and country of origin; a missing one puts the line on audit hold.
  • AES filing is required when value per Schedule B number exceeds USD 2,500.
  • Labels and dock release stay blocked by a hard shipping hold until the ITN is on the shipment.
  • Amendments to a closed shipment must keep quantities, Schedule B numbers and invoice total, and are written to the audit log.

When something doesn't match

  • Custom item imported from Excel without a Schedule B: held for trade specialist classification.
  • ITN missing at validation: hard shipping hold until the AES filing is accepted.
  • Destination customs rejects the invoice format: amended invoice reissued as a new revision.
  • Restricted party match: order blocked and routed to the compliance officer.

Controls and audit trail

  • Screening reference saved to the audit log and on the customer record; dynamic rescreening daily.
  • Trade specialist approval for any new classification.
  • System validation of Schedule B, value, weight, origin and incoterm before release.
  • Invoice revisions checked against the GL posting and logged.

Practitioner tips

  • Screen at customer setup, not at shipment time, so a match never stops a loaded truck.
  • Reuse the classification of similar items in the item master as the basis for new ones.
  • Show discounts per line on commercial invoices for EU customs to avoid amendments later.
  • Keep the ITN, booking number and invoice number in every document email subject or table.

About this recording

In the recording, the agent ran the export from consignee screening through AES filing, document dispatch and a later invoice amendment. The trade specialist confirmed the one missing classification.

Documented the way you'd train a new hire — and the same way an agent learns it.

See it on your workflow

Frequently asked questions

How do I prepare export documents in Epicor Prophet 21?

Validate the shipment's lines, file AES if required and enter the ITN, then generate the commercial invoice, packing list and certificate of origin from the shipment record. Send them to the carrier, forwarder and customs broker.

When is an AES filing required?

In the recording, the rule applies per Schedule B number over USD 2,500. Every line exceeded it, so the shipment needed an ITN before release.

What happens if a line has no Schedule B number?

The line goes on audit hold and the order cannot be released. A trade specialist confirms a classification, in the video 8483.60.8000 for a shaft coupling kit, and it is entered on the line.

How do I screen a consignee for restricted parties?

Run the company and country through a screening tool against export, sanctions and other government lists, and record the reference on the customer. The video uses Descartes Visual Compliance.

How do I amend a commercial invoice after the shipment has left?

Open the closed shipment in amendment mode, choose the change type and reason, and reissue as a new revision. Quantities, classifications and the total must not change.

Can an AI agent do export document preparation in Epicor Prophet 21?

Yes. As shown in the video, the agent works the same Prophet 21, screening, AESDirect, carrier and Outlook screens a person does, with the trade specialist confirming the classification.

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