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What are the best practices for integrating denied party screening into your ERP system?

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If you are involved in export administration, you know how important it is to comply with the regulations and sanctions that govern international trade. One of the key aspects of compliance is to screen your customers, suppliers, and partners against the lists of denied parties, entities, and countries that are prohibited or restricted from doing business with you. But how do you integrate this screening process into your enterprise resource planning (ERP) system, the software that manages your core business functions and data? In this article, we will share some best practices for integrating denied party screening into your ERP system, and how it can benefit your export operations.

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Tansie Iwafuchi

Senior Trade Compliance Manager, Export Controls

1 Choose a reliable screening solution

Choosing a screening solution that meets your needs and expectations is the first step. There are many options available, from standalone software to cloud-based services, that can help automate and streamline the screening process. However, not all solutions are equal. When looking for a screening solution, you should consider comprehensive and updated coverage of the relevant lists and sources, such as the U.S. Department of Commerce and the U.N. Security Council, as well as flexible and configurable screening criteria such as fuzzy matching and risk scoring. Additionally, ensure that it has seamless and secure integration with your ERP system using standard protocols and formats like REST API or CSV, and robust reporting and auditing features like logs, alerts, notifications, and dashboards.

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2 Implement a consistent screening policy

The second step is to implement a consistent screening policy that defines when, how, and who should perform the screening, and what actions should be taken in case of a match or a false positive. This policy should align with your export compliance program and objectives, and comply with the applicable laws and regulations. It should also cover all relevant transactions and parties, such as sales orders, purchase orders, invoices, payments, shipments, vendors, customers, agents, and intermediaries. Furthermore, it needs to specify the frequency and timing of the screening as well as assign roles and responsibilities for the screening process. Lastly, it should establish clear procedures for handling matches or false positives such as verifying the identity, requesting additional information, blocking or releasing the transaction, reporting or notifying the authorities, or terminating the relationship.

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3 Monitor and improve your screening performance

The third step is to monitor and improve your screening performance, using the data and feedback from your screening solution and your ERP system. You should track and measure your screening results, analyze and evaluate your screening effectiveness and efficiency, identify any gaps or issues in the process, and review and update your screening solutions regularly. Doing so can help you improve export compliance, reduce risk exposure, and enhance customer service. By following these best practices, you can make the most of your screening solution and ERP system, ensuring a secure export operation.

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4 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Tansie Iwafuchi

Senior Trade Compliance Manager, Export Controls
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Consider how often you are screening data and when. Are you screening transactions? Are you screening daily, weekly or monthly? Will your company choose to screen U.S. transactions where exports may not take place? Decide the level of risk your company is most comfortable with.

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What are the best practices for integrating denied party screening into your ERP system?

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3

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1 Choose a reliable screening solution

2 Implement a consistent screening policy

3 Monitor and improve your screening performance

4 Here’s what else to consider

Export Administration

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