Parties

Provide the parties relating to the customs declaration under “Parties”. They include contact person, declarant and representative, if you act as a representative.

The field “Email address for notifications” is filled in automatically if you have given your consent for electronic notice of decisions. Do not remove the consent. If you wish to change your consent for electronic notice, do it under “Settings”. For detailed guidance, see  Settings – Customs instructions.

Enter also the EIR authorisation number under “Parties”. Read the detailed guidance below.

General information about providing the trader identifier 

Every party to the declaration must have an EORI number. If a business’s identification number does not have the EORI number status, the import declaration will be rejected. You can check the validity of the company’s EORI number in the Commission’s EORI number validation service. Apply for the EORI registration from Customs in advance, if you need it.

In addition to the identification number, you can also provide the trader office code issued by Customs. A representative must always provide their trader office code. If you provide the trader office code in the declaration, the service automatically completes, in the declaration details to be archived by Customs, the address details already entered in Customs’ customer register on the basis of earlier authorisation details. You can check your trader office code in our “My details” service.

If you tick the box “Use the details of the authenticated trader” and you have saved the trader office code in advance in the settings, the field for trader office code will be completed automatically in the declaration. If you’re not using the details of the authenticated trader, provide the EORI number as the identification number. The service will automatically complete the fields for name and address details as well as trader nature.

Under “Declarant” and “Representative”, some of the details will be displayed automatically when you tick the box “Use the details of the authenticated trader”. The address details according to the trader office code will then be completed in the declaration. As default, the address of the business’s head office according to the BIS is displayed as the trader office address details (trader office code “000”). If you have entered the trader office code of some other office than the head office in the settings, the service retrieves the address details according to that trader office code.

Contact person

The contact person is the submitter of the declaration. Customs may contact the contact the contact person for further information.

If you have saved your details in advance in the settings, you can tick the box “Use the details of the authenticated person”, and the field for trader office code will be completed automatically in the declaration. If you’re not using the details of the authenticated trader, enter your name, email address and phone number in the fields.

Declarant

If you are completing the declaration as a representative, enter the authorisation holder’s identification number under “Declarant”.

Authorisations: Details of a written authorisation granted by Customs

Provide the authorisation for making a customs declaration through an entry of data in the declarant’s records (EIR authorisation).

Enter the authorisation number in the column “Authorisation number”. When you enter the authorisation number, the service will automatically complete the details in the columns “Authorisation type”, “Holder of authorisation” and “Name”.

If you wish to submit a presentation notification in a special procedure, provide the authorisation for the special procedure already when you start lodging the declaration. In that case, the details of the authorisation for the special procedure will be automatically displayed under “Authorisations”. Add a row by clicking on “+Add authorisation” and provide the number of the EIR authorisation.

If you want to remove an authorisation that has been provided incorrectly, tick the box in front of the authorisation number column. Then click on the button “Remove selected”.

Representative

If you are lodging the declaration as a representative on the importer’s behalf, add your details under “Representative” by clicking on the button “+Add representative”  The representative must always have an EORI number.

 

Select the status of representation from the drop-down menu. In presentation notifications, the representation status is in practice always “2 – Direct representation”. A direct representative lodges the customs declaration on behalf of and in the name of the importer. The importer is responsible for the correctness of the information provided. The importer’s guarantee is used in the declaration, and the importer is responsible for the customs debt. The representative is responsible for the customs debt only insofar as they were aware or should have been aware of the incorrectness of information provided in the customs declaration.

If you have by mistake opened a representative’s details by clicking on “+ Add representatives”, but there is no representative, remove the representative’s details by clicking on “Remove representative”.

When you have entered all trader details, click ‘Next’, and you will be moved to the declaration header details, which are common to the whole declaration.