The Form 1 says 2-1585-3. The invoice says 2-1585. The AWB says "aircraft parts". Each document is fine on its own, and the three together stop a receiving inspector and can prompt a customs query. The fix depends on which document is wrong, and only its issuer can correct it.
TL;DR. Compare six fields: part number, serial, description, quantity, condition, and order reference. Common causes are truncated dash numbers, superseded or alternate part numbers, units counted differently, or an invoice condition that disagrees with Block 11. The certificate is corrected by its issuer with a new tracking number. The invoice is corrected by the seller. Nobody edits a signed Form 1.
Which fields have to agree?
| Field | EASA Form 1 | Commercial invoice | AWB / HAWB |
|---|---|---|---|
| Part number | Block 8, as on the item | Line item P/N | Rarely present |
| Serial | Block 10, or N/A | Often in the line description | Not present |
| Description | Block 7, IPC noun | Line description | Nature and quantity of goods |
| Quantity | Block 9, units | Units | Pieces (packages), not units |
| Condition | Block 11 status/work | Condition code or text | Not present |
| Order reference | Block 5 work order, contract or invoice | PO and invoice number | Sometimes in handling information |
The AWB counts packages. One box holding four brackets is one piece on the AWB and quantity 4 on the Form 1. That is consistent. A shipment with two boxes and an AWB showing one piece is not.
Why do they disagree?
- Truncated dash number. An ERP field cuts
2-1585-3to2-1585. The Form 1 is right; the invoice is wrong. - Superseded or alternate part number. The part was shipped as the new number and invoiced as the ordered one. Both can be legitimate if the interchangeability is documented. Put the reference in the file.
- Distributor stock number. The invoice uses the seller's own catalogue number instead of the manufacturer part number.
- Units. The Form 1 counts each, the invoice counts a kit or a pack.
- Condition. The invoice says OH (overhauled) and Block 11 says Inspected/Tested. That changes value, and it can be a commercial dispute.
- Multi-line certificate. Serials from line 2 appear on invoice line 3. Match line by line.
Who corrects what?
| Wrong document | Who corrects it | How |
|---|---|---|
| Form 1 | The organisation in Block 4 | A new certificate with a new tracking number; Block 12 states which blocks it corrects. Keep both (How to fill EASA Form 1) |
| Invoice | The seller | Corrected invoice or credit note, before the broker files |
| AWB / HAWB | Carrier or forwarder | Correction through the carrier |
Do not write on a signed certificate, and do not ask the broker to "adjust" the invoice description to match. If the part in the box matches neither document, the part is the problem, and it goes to quarantine.
Which mismatch matters to customs?
Customs clears on the invoice and the transport document. A certificate that names a different part from the invoice raises a question about what was shipped and what it is worth. A vague AWB description like "aircraft spare parts" is a separate problem for the ENS in Europe. Description rules and the PN/SN triad are covered in the ICS2 goods description article.
Can this be checked faster?
Partly. The part number check is the one Doana automates today: the web app reads the invoice lines and the release certificates in a lot, and shows which invoice lines have a certificate with a matching part number, including close matches where a character was misread. For EASA Form 1, the MCP extraction returns Block 5 once per certificate and Blocks 7 to 11 per item line with a confidence score and page, so serial, quantity and condition can go into the same table. The AWB side is extracted in a custom pipeline set up on the client's files; otherwise it is a manual check. Extraction does not decide which document is wrong. See Authorised Release Certificate OCR and the EASA Form 1 incoming inspection checklist.
Next
Build the six-field table for every AOG shipment before it reaches the broker. Send each correction to the issuer of the wrong document.
Sources
- https://www.easa.europa.eu/en/faq/19044
- https://www.legislation.gov.uk/eur/2012/748/annex/I/appendix/I
- https://www.cbsa-asfc.gc.ca/publications/dm-md/d1/d1-4-1-eng.html
- https://www.purolatorinternational.com/dont-let-customs-issues-exacerbate-an-aog-situation/
- https://www.kuehne-nagel.com/how-to/air-freight/import-control-system-2-ics2
- https://doana.ca/en/easa-form-1-automation