____________________________________________ EUDR User Guide

EUDR Information System

User Guide

This manual contains all essential information for users to create and manage Due
Diligence Statements for the purpose of EUDR. It includes brief descriptions of the
program functions, capabilities and step-by-step procedures.
Before you read this manual, please make sure that you read thoroughly the Regulation
and the information on the Commission websites.

Last update: 28/11/2024

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Contents

Glossary.............................................................................................................................................2
Introduction to EUDR .........................................................................................................................3
Mandatory validation procedure for EUDR Economic Operators from non-EU countries ......................3
1. Get started with the EUDR in TRACES..............................................................................................3
1.1 Access to EUDR Platform................................................................................................................... 3
1.2 Create an EU Login Account .............................................................................................................. 4
1.3 Create an account in EUDR Platform ................................................................................................ 7
1.4 Request a role as an Economic Operator .......................................................................................... 8
1.4 a) Pre-existing EUDR role ............................................................................................................... 13
1.5 Manage and approve user requests as an administrator .............................................................. 13
1.6 How to assign the administrator role to additional users in your company................................. 16
1.7 How to access EUDR Homepage ..................................................................................................... 17
2. Create a new Due Diligence Statement (DDS) ................................................................................ 18
2.1 DDS Sections .................................................................................................................................... 19
2.2 GeoJson file and GeoEditor ............................................................................................................. 23
2.2 a) GeoEditor map tool ................................................................................................................... 23
2.2 b) GeoJson file................................................................................................................................ 25
2.3 Other information associated to a DDS ........................................................................................... 28
2.3 a) Referenced Statements tab ........................................................................................................ 28
2.3 b) Last Changes section .................................................................................................................. 30
3. Manage the DDS content ...................................................................................................................... 30
3.1 Overview of the DDS statuses and allowed actions....................................................................... 32

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Glossary

EU European Union

EO Economic Operator

CO Customs Office

CA Competent Authority

MS Member State

ADMIN User Administrator User

HS stands for Harmonized System. This is a uniform system of codes used

HSCODE
worldwide to classify goods.

IMSOC Information Management System for Official Controls

EUDR Regulation (EU) 2023/1115 of the European Parliament and the Council

EORI Economic Operators Registration and Identification

DDS Due Diligence Statement

Useful links

DG ENV general information on EUDR - European Union Diligence Regulation - Deforestation:

Deforestation Regulation implementation - European Commission (europa.eu)

Online TRACES Platform help documentation: Getting started (europa.eu)

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Introduction to EUDR
This guide will help you navigate the essential steps of creating, managing, and submitting DDS requests,
while exploring key tools such as the GeoEditor and the ‘Copy as New’ function. Additionally, it covers
advanced search and filtering options, along with the multiple roles feature, which determines the
available actions based on whether you are a Trader, Operator, or Representative.

The EUDR Platform is an instance of the TRACES system, designed for managing and tracking the Due
Diligence Statement (DDS) lifecycle.

Mandatory validation procedure for EUDR Economic Operators from non-EU countries

To validate the account of an Economic Operator (EO) from a non-EU country (except the United
Kingdom in respect of Northern Ireland (UK(NI)):
• The EO must have requested the role of “EUDR operator”.
• The EO must have inserted in its operator identifier’s list, its EORI provided by a Member State
or UK(NI) authority.
• The EO should send an email to SANTE support requesting the validation AND put in copy the
email of a competent authority of the associated EU Member State (or UK(NI)) (the associated
state is the one which provided the EORI). Unless otherwise indicated on the Information
System website, the email address to put in copy of the email should be the one of the
designated EUDR Competent Authorities published by the Commission.

1. Get started with the EUDR in TRACES

1.1 Access to EUDR Platform
Note: If you already have an EU Login Account, please go directly to section 1.3.

To access EUDR, the user needs to create an EU Login Account. This account allows the user to access
many services of the European Commission, with a Username and a Password.

After the creation of the EU Login Account, the user accessing the platform for the first time must create
an account and request a Role (Operator or Authority) to access the EUDR features.

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1.2 Create an EU Login Account

The first step is to create your EU Login identifier. This is a mandatory security layer.

To register, click on the following link: https://eudr.webcloud.ec.europa.eu/tracesnt to access the EUDR

welcome page and “Request an access”:
Note: Please note, the EUDR Cloud Production environment will only be available in beginning of
November.

You now have access to the EU Login registration screen “Create an account”.

On the top right of the page, you can choose your preferred language:

Complete all form fields and keep in mind that the data you insert in the screen above will be those that
appear in EUDR Platform.

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Note: It is important to create the EU Login account in the name of a REAL PERSON, NOT a generic
account for your company or authority.

The user is strongly advised to choose his/her own professional email address which will be used to
login.

After completing all the fields, click on the "Create an account" button:

Once you have sent the request, an email will be automatically sent to you with a link to set your
password. Note that the link has a limited validity before it expired. If you do not receive the automatic
email, you can find help on this page: Write to us | European Union (europa.eu)
In EUDR Platform, the user can manage his own account and change his/her personal data. To do so,
click on your email address on the top right corner of the screen and then on “Edit your profile”.

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Then click on “My account on EU login”.

And click on “Configure my account” and modify the data you wish.

Do not forget to click on “Submit” to save the changes.

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1.3 Create an account in EUDR Platform

Go to the homepage of the platform: eudr.webcloud.ec.europa.eu
Click on the green button “Log in” and you will be redirected to the EU Login access.

Use the email address you selected when creating the EU Login Account and click on “Next”.

Insert the password you previously chose for the EU Login account and click on “Sign in”:

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You are now redirected to EUDR Platform welcome page.

If you don’t remember your password, you will find links to EU Login where you can change your EU
Login credentials if need be or reset your password.

Note: If you already have a Role in the platform, please go directly to section 1.4 a.

When accessing the platform for the first time, you will be requested to select a Role in the system.
In the case of EUDR, there is a distinction between 2 categories:
• Operators:
o For the purpose of registration it refers to the following roles (activities):
- Importers/Exporters
- Domestic Producers
- Traders
- Authorized Representatives of the above
• Authority:
o Competent Authorities (CA)
o Customs Offices (CO)

For more information about the role of the Competent Authority, please refer to the dedicated user
guide.

1.4 Request a role as an Economic Operator

To select one of the roles described above in the section about registration, click on “Operator” on the
homepage.

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The system will redirect you to a search page, which will enable you to search for your company.

Select the “Country” and type the name of the company in the box “Search”. The fields “Section” and
“Activity Type” are optional. Then click on “Search”:

If your company is already registered in EUDR: tick the small box on the right (you can select more
than one company) and then click on the green button “Request authorisation”.

A pop-up window will appear: you have the option to send more information. Otherwise, click on “Send
authorisation request”.

You have now requested to be linked to your company.

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All your data will be displayed in your profile, where you can review your request.

If you are the first user of the operator, your request will be automatically approved. If you are not the
first user, your request will be validated by your colleagues with ADMIN rights.

If your company is not yet registered in EUDR: you can create it by clicking on the green button “+
Create a new operator”.

Note: The option “+ Create a new operator” will only be available after a first search is done.

In the operator screen that appears, please type all the mandatory information required. The mandatory
information is marked with a red star *.

Once you filled in all the mandatory information, you will be able to continue the registration.

Note: The chapter depends on the document you need to create/access.

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Fill the left part first, with the “Operator Details”, “Addresses” and “Operator Identifiers” fields. Then,
select the option EUDR in the fields “Chapter or Activity” and “Section”. Choose the option EUDR
Operator in “Activity” field. Then click on the blue button “Create a new operator”.

The Operators EORI number should also be provided in the Box entitled “Operator Identifiers” in case
the operator would import or export relevant products:

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A pop-up window will appear, and you have the option to send more information. Click on “Send
authorisation request”:

Once your request is sent, your account will be automatically registered. Please log out and log back in
to access the EUDR Platform homepage:

All your data will be displayed in your profile, where you can review your request. Once your role is
valid, you will have access to EUDR Platform.

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1.4 a) Pre-existing EUDR role

If you already have a role for EUDR and need to add a new one, click on your email address on the top
right corner of the screen and then on “Edit Your Profile”:

Click on “Request new role” to select the role you wish to add and follow one of the procedures
described above.

Note: In the case of a user with a pre-existing Operator Role the drop-down box will only contain
the entry “Operator”.

1.5 Manage and approve user requests as an administrator

As a power user, you can only validate users who requested a role to either:

• an operator
• an authority
• a control body
for which you have admin rights.

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To validate the role of a user, click on "Actors" in the menu and then click on "Users":

Note:
You have a few options to find the users that are waiting for the validation of his/her role:

• By clicking in "Search pending request": all the users that are waiting for your validation
will appear.
• By using the search bar: type the name of the user you are looking for in the search field
and then click in "Search".
• By using the "Advanced Search" option

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Once you find the user you are looking for, click on the user's name to open the details.
Click on the green check button to validate the relevant role request, then click on "Save". The user that
you just validated now has the status Valid.

Note: Please make sure that the operator, the user requested to be linked to, is in status "Valid"
before validating the role of the user.

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1.6 How to assign the administrator role to additional users in your company

If you want this user to be a "power user" and enable him to validate his/her colleagues within his
authority/operator/control body, check the blue icon to the right, then click on "Save".

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1.7 How to access EUDR Homepage

When you are logged into EUDR Platform, select the item “EU Deforestation” in the menu
“Documents”:

The system will then display the homepage dedicated to the EUDR system and serves as a dashboard of
the DDSs. The dashboard contains a “Search” field and a “Result” table. The result table retrieves by
default all DDS that your role in EUDR entitles you to view.

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Note: DDSs that a user is able to view and search are determined by the user’s role(s). The
roles also determine the activities that users can perform on those DDSs. The following table
specifies the accessibility rules.
User Role DDS Access DDS Activity
Import, Export, Domestic
Operator All DDSs created by the Operator
Production
Trader All DDSs created by the Trader Trade
Authorized Representative All DDSs created by the “Authorized All Operators Activities for the
Role Representative” in its role of Operator, Trade for the Trader
"Representing Operator" or
“Representing Trader”

2. Create a new Due Diligence Statement (DDS)

On the homepage, click on “Documents” > “EU Deforestation’’:

Click on the blue button “Create”.

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2.1 DDS Sections

Note: You will be guided through a succession of steps that successively refine the attributes of
DDS applications. Each succeeding steps relies on the information provided in each section. The
following table specifies the utility of these sections.

Box DDS Section Section Description

This is the DDS Reference Number. It is unique for every

DDS submitted and is the number entered in the customs
Reference Number declaration, in the supporting document section (TARIC
document type and reference number).

The Verification Number is a security token known only to

the declarant (operator, trader, or its authorized
representative, if applicable) and the Competent Authority.
Verification It can be communicated confidentially, together with the
Number Reference Number, to a downstream operator, trader, or its
authorized representative who wishes to include an upstream
Box 1
DDS reference in their own DDS.

This is an informal, unstructured internal reference number,

which can be entered by the declarant operator, or if left
blank, is system-generated. It is intended for internal use
only to facilitate DDS retrieval (search) while in DRAFT or
Company Internal
SUBMITTED status, where a DDS Reference Number has
Reference
not yet been made available to the operator.
Tip: Please do not use spaces, as this can affect subsequent
searches.

One of the following options must be selected:

1. Import - in case the relevant product enters the Union
market and is declared for ‘release for free circulation’ at the
Customs.
2. Export – incase the relevant product leaves the Union
Box 2 Activity market and is declared for ‘export’ at the Customs.
3. Domestic Production – in cases when the relevant
product is produced or manufactured within the Union
4. Trade – in case the relevant product is made available on
the market.

1. If the user is registered in only one operator entity, the

fields in this box are automatically filled and cannot be
modified.
2. If the user is registered in more than one operator entity,
Operator/Trader the field "Name" provides a drop-down list of all user
Box 3
Name and Address registrations that can be selected.
3. If the user is an authorized representative, they must fill in
all fields of the box. The user will also appear in a separate
box called "Authorized Representative."

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The content of this section depends on the "Activity"

selected in Box 2. This is a non-mandatory group of
information. Providing information in this field will ensure a
smooth interaction with the correct competent authority in
the case of follow-up questions related to the DDS.
It can contain three separate fields, depending on the type of
activity selected in field ‘2. Activity’:
Country of activity: The user can select this field when
choosing activity ‘Import’ or ‘Domestic’ as operator, or
‘Trade’ as trader in Box ‘2. Activity’. In this field, the user
can enter the Member State in which the relevant products
that the DDS covers are placed on or made available on the
Union market. If a user wants to place or make available the
Box 4 Place of Activity products in the Member State in which it is established, then
it can copy this Member State with the help of a button next
to the dropdown menu.
Country of entry: The user can select this field when
choosing activity ‘Import’ in Box ‘2. Activity’. In this field,
the user can enter the Member State where the products that
the DDS covers will be placed under the customs procedure
‘release for free circulation’.
Country of exit: The user can select this field when
choosing activity ‘Export’ in Box ‘2. Activity’. In this field,
the user can enter the Member State where the products that
the DDS covers will be placed under the customs procedure
‘export’.

This is an optional free-text field for comments intended for

Communication for
the Competent Authority and provided by the declarant
Box 5 Competent
operator user.
Authority
One or more commodities or products must be selected from
a list. Please note:
Commodity or 1. The Commodity/Product description is mandatory.
Product 2. For Import or Export activities, the Net Mass (in kg) is
Information mandatory. Otherwise, at least one measurement unit must
be provided: Net Mass in kg, Volume in m³, or
(If a Referenced Supplementary Units (if applicable for the specific
Statement is HSCODE as per Annex II of the Regulation).
declared, which 3. Scientific names are mandatory for products under the
contains the commodity Timber. In all other cases it is optional. More
geolocation of the than one Scientific name can be provided, particularly if the
Box 6 Commodity(ies) or product contains more than one product with different
scientific names.
Product(s), then the
4. Completion of the Production Place section is mandatory
geolocation
unless the user is neither the importer nor the first producer.
information for One or more production places may be entered and must
these commodities include the following mandatory details: geolocation
or products is not coordinates (“Import a GeoJson file” or manually use the
required in the DDS “GeoEditor map tool”), “Country of Production”, “Area
Box 6.) (ha)”, and “Type”. “The Production Place Description” is
optional but recommended.

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Step 1

A new window will appear requesting an internal reference number.

If no number is provided, the system will assign one when the new DDS will be saved for the first time.
Click on the “Confirm” button and you will be redirected to the following page.

Step 2

This step contains a new statement document to fill with mandatory fields marked with a red
star*.

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To start filling in the Commodity(ies) or Product(s) information, click on the “+Add Commodity or
Product” button.

Note: If a Referenced previous Statement is referenced, which contains the geolocation of all
Commodity(ies) or Product(s), then the geolocation information for these commodities or
products is not required in the DDS Box 6. For parts of relevant products that have not been
subject to due diligence, operators shall exercise due diligence and provide geolocation.

To add one or more commodity(ies) or products, select from a list of codes using the interactive tree
structure, or by typing a keyword in the search field to find the desired HS code.

After selecting the commodity code, provide additional mandatory information such as commodity or
product description, quantity, and other optional fields.

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Note: Once the commodity details are filled in, please go directly to section 2.3 a if you are not
the importer or the first producer.

2.2 GeoJson file and GeoEditor

2.2 a) GeoEditor map tool

A) If you don’t have a GeoJson file prepared in advance: click on “+ Add Production Place”, click
on the Map Tool symbol and follow these steps:

1. Search by keyword: Type a location name, e.g., "Belgium", and press enter.

Note: If you know the location of the production place, you can directly navigate and zoom to
the area without performing a search.

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2. The search result will show locations, and you can zoom in on your chosen area. You can also
click on the “GO TO” button in one of the search result entries, which will cause the map to
zoom in to that area.

Note: Please do not click on the “Confirm” button after entering the keyword. If you do, the
GeoEditor pop-up will close with nothing selected.

3. Polygon or Rectangle Tool: Define enclosed areas using the polygon tool.

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After making your selection, click “Confirm” to transfer the coordinates to the DDS form.

2.2 b) GeoJson file

B) If you have a GeoJson file to import: Click on the “Import” button to import a file for the entire
commodity, or on the “Import GeoJson” symbol to import a file specifically for the production place of
the commodity, and then follow these steps:

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1. When opening the file, the system will display the data from the Json document in detail. Click
“Confirm” to continue.

Note: If you wish to construct your own geolocation data files for DDS upload, the system
supports the EPSG:4326 file format.

2. Complete the mandatory field ‘Country of Production', then click “Save “and “Confirm”. The
DDS will be recorded in the data base with an internal reference number.

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Step 3

To finalize the submission, once reviewing all the information on the document click on “Submit", then
"Confirm & Sign”.

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Please make sure that the checkbox is selected as appropriate.

The DDS is now SUBMITTED and will be processed by the system and authorities. Once approved, and
the status is updated to AVAILABLE, a unique Reference Number will be assigned to the DDS.

2.3 Other information associated to a DDS

2.3 a) Referenced Statements tab

The “Referenced Statements” tab will appear in the DDS only after clicking on the “Save” button. This
functionality is useful when the DDS is submitted for a relevant product for which due diligence has
already been exercised.

1. Click on the “Save” button to ensure that the “Referenced Statements” tab appears in the DDS.

2. In the DDS, fill in Box 6 with the commodity(ies) information. This step is necessary even if the
operator is not providing production information. You do not need to add any Production Place to the
request.

3. Once the commodity(ies) details are filled in, proceed to the “Referenced Statements” tab to enter
information. You can either: manually enter the reference details, by clicking “+Add” or choose to
import via a CSV file.

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4. The CSV file should contain a list of DDSs “Reference Number” and their respective “Verification
Number”, visible in Box 1 of the Statement Details.

5. The system will process the entered or imported reference information according to the provided
DDS reference numbers and verification numbers.

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6. To finalize the submission, once reviewing all the information on the document click on “Submit",
then "Confirm & Sign”. In the result table, available DDSs with referenced statements are identifiable by
the icon below.

Note: The referencing DDS must be in status DRAFT to allow association of a Referenced
Statement in status AVAILABLE or ARCHIVED.

2.3 b) Last Changes section

The DDS feature “Last Changes” will appear in the DDS only after clicking on the “Save” button.

As an Economic Operator, you can track the status of your DDS using the "Last Changes" feature located
at the bottom left corner of the page. This section provides a detailed overview of the key timestamps
and actions taken on the DDS:

• Created on: Displays the date and time when the DDS was initially created.
• Submitted on: Shows when the DDS was submitted for review.
• Amend cutoff date: Indicates the deadline for making any amendments to the DDS.
• Available from: Reflects the time when the DDS becomes available to be used by the operator
for presentation to customs or relevant authorities.

Additionally, the system logs the user who created the DDS, along with the corresponding date and
time, ensuring accountability and tracking for compliance purposes.

3. Manage the DDS content

Once the steps are completed (or when clicking a DDS reference number from the dashboard), you will
be able to manage (read or duplicate) the DDS content.

To retrieve one or some specific DDS, type the DDS reference number in the Search field and click the
Search button.

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You can perform more detailed searches by selecting the “Advanced Search” option and refine the
required search criteria by “Commoditiy(ies) or Product(s)”, “Status” and “Activity”.

In the result table, If you click on the reference number in the “Reference Number” column, the system
opens the DDS page and its relevant content.

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3.1 Overview of the DDS statuses and allowed actions

Depending on the status of the DDS, the system proposes you several actions:

• NEW: At creation a DDS gets the status “NEW”. The entered data will be lost if you leave the
page without saving first. Once saved, the status DRAFT will be display.

• DRAFT: Appears once you create a new DDS and Save it by clicking on the “SAVE” button on the
bottom, right side corner.
➢ Once the DDS is in status DRAFT, there is only 3 possible actions: Save, Submit, Delete.

• DELETED: This action is possible if an Operator want to DELETE a DDS in status DRAFT. If
DELETED, a DDS disappears from the default search list but is kept in the Information System for
consultation. It cannot be edited or submitted anymore. After a period of days, the system will
physically erase the DDS from the database of the Information System.

• SUBMITTED: Appears once the system processes the data of the DDS to generate a Reference
Number. The DDS will then get the status “AVAILABLE”.
➢ Cancellation of the DDS is possible when the status of the DDS is SUBMITTED. If
cancelled, the DDS disappears from the default search list but is kept in the system for
consultation.

• CANCELLED: Appears when an operator CANCEL a DDS from status SUBMITTED. That status
differs from the status “DELETED” by the fact that the DDS has been submitted before and it will
then not be physically erased from the Information System, for auditing purposes.

• REJECTED: The Competent Authority has rejected the submitted DDS. The rejected DDS cannot
be used anymore.

• AVAILABLE: The Competent Authority has consented to the DDS submission. When the DDS
receives the status “AVAILABLE”, the system will display the Reference Number that can then
be used by the user to comply with the legal requirements.
➢ Amendment of a DDS is possible when the status of the DDS is AVAILABLE.

• WITHDRAWN: Set when the WITHDRAW action is performed by the user on a DDS with status
AVAILABLE. The DDS reference Number cannot be withdrawn if it has been used either in a

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customs declaration or has been referenced by a downstream operator user via the Associated
DDS utility, or after the Competent Authority informed the user that the DDS was selected for a
check, for the period of the check.
➢ Withdrawal of a DDS is possible when the status of the DDS is AVAILABLE.

Note: When the DDS receives the status “AVAILABLE”, the system will display the Reference
Number, which the user can use to comply with legal requirements. This status allows the user
to modify the content of the DDS using the “AMEND” button or withdraw it if it is no longer
needed using the “WITHDRAW” button.

• ARCHIVED: Visible 6 months after a DDS was assigned the status AVAILABLE. Passed this delay it
will automatically be assigned the status “ARCHIVED” regardless of whether its reference
number has been used or not in either a customs declaration or as an Associated DDS reference.

Note: This is a technical expiration and does not affect the usability of the DDS, it can still be
found via the “Advanced Search”.

• ‘Copy As New’ a DDS

An operator can duplicate a DDS by clicking the ‘Copy As New’ icon from the search result table.
The system will create a copy of the DDS with status NEW.

IMPORTANT: When a DDS is “Approved” or “Rejected”, it is possible for the Competent

Authority to change its decision. Although this must be undertaken with great care as the DDS
has already made available for Customs Office processing and so the introduction may already
have occurred.

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