· Guide

How to Prepare Your CSV File for CAPE Filing

Filing a CAPE declaration requires uploading a properly formatted CSV file containing your qualifying entry numbers. A single formatting mistake can cause your entire declaration to be rejected — with no option to amend after submission.

This guide walks you through preparing a clean, validated CSV file before you upload it to ACE.

What CBP Requires

Each CAPE declaration accepts up to 9,999 entry numbers in a single CSV upload. If you have more than 9,999 qualifying entries, you’ll need to file multiple declarations.

Required Fields

Your CSV must include:

  • Entry Number — The 11-digit entry number (format: XXX-XXXXXXX-X)
  • Entry Type — The 2-digit entry type code
  • Entry Date — The date the entry was filed
  • Port of Entry — The 4-digit port code

CSV Format Rules

  1. Use comma delimiters — not tabs, semicolons, or pipes
  2. Include a header row — field names in the first row
  3. No trailing commas — ensure each row has the same number of fields
  4. UTF-8 encoding — avoid special characters outside standard ASCII
  5. No blank rows — remove any empty rows at the end of the file
  6. Date format — use MM/DD/YYYY consistently

Step 1: Export Your Entry Data from ACE

Log into the ACE Portal and navigate to your entry summaries.

  1. Go to Reports → Entry Summary
  2. Filter by date range: February 1, 2025 through February 24, 2026
  3. Filter by HTS subheadings: 9903.01.25 through 9903.01.70
  4. Export the results as CSV

If your broker filed on your behalf, request the raw data export from them. Many brokers can provide this in the exact format CAPE accepts.

Step 2: Verify Entry Numbers

Every entry number must be exactly 11 digits in the XXX-XXXXXXX-X format (3 digits, hyphen, 7 digits, hyphen, 1 check digit).

Common problems to check for:

  • Leading zeros stripped — Spreadsheet software (Excel, Google Sheets) may remove leading zeros. Format the column as “Text” before opening the CSV
  • Check digit errors — The last digit is a calculated check digit. If it doesn’t match, CBP will reject the entry
  • Duplicate entries — CAPE rejects duplicates both within a single declaration and across multiple declarations. Remove all duplicates before uploading

Quick Validation Formula (Excel)

To verify the 11-digit format in Excel, use this formula in a helper column:

=AND(LEN(A2)=13, MID(A2,4,1)="-", MID(A2,12,1)="-")

This checks that the entry number is 13 characters long (11 digits + 2 hyphens) with hyphens in the correct positions.

Step 3: Filter Out Excluded Entries

Before uploading, remove any entries that fall under Phase 1 exclusions:

ExclusionHow to Identify
AD/CVD ordersCheck for HTS Chapter 99 AD/CVD subheadings or case numbers
Drawback claimsAny entry with a pending or filed drawback claim
Pending protestsEntries with an active protest under 19 USC § 1514
Reconciliation entriesFlagged as reconciliation in your ACE data
Warehouse entriesEntry type code 21 or 22
Extended/suspended liquidationLiquidation status shows “extended” or “suspended”

Step 4: Validate Liquidation Status

Phase 1 covers two types of entries:

  1. Unliquidated entries — Set to liquidate 45 days from declaration acceptance
  2. Recently liquidated entries — Liquidated within approximately 80 days of your filing date (will be reliquidated on the next business day)

Check each entry’s liquidation status in ACE under Entry Summary → Liquidation Status. Remove entries that were liquidated more than 80 days before your planned filing date.

Step 5: Final Checklist Before Upload

Before submitting your CSV to CAPE:

  • All entry numbers are 11-digit format with correct check digits
  • No duplicate entry numbers
  • No excluded entry types (AD/CVD, drawback, protests, reconciliation, warehouse)
  • Liquidation status verified (unliquidated or within ~80 days)
  • CSV is comma-delimited with header row
  • File is UTF-8 encoded
  • Row count ≤ 9,999
  • No blank rows or trailing commas

Common Errors and How to Fix Them

”Duplicate entry detected”

Remove the duplicate from your CSV. Use Excel’s Remove Duplicates feature or a COUNTIF formula to identify duplicates before uploading.

”Invalid entry number format”

Re-format the entry number column as Text and verify the XXX-XXXXXXX-X pattern. Re-add any leading zeros that were stripped.

”Entry not found in ACE”

The entry number may be incorrect, or the entry may not be in your ACE account. Verify with your customs broker.

”Entry excluded from Phase 1”

The entry falls under one of the Phase 1 exclusions. Remove it from your CSV and consider filing a protest as an alternative path.

Need Help?

Preparing your CSV can be complex, especially with thousands of entries across multiple brokers. Our partner trade law professionals can help you compile and validate your entry data.

Get a Free Assessment →

← Back to Blog