Guidance

Import declaration completion guide for CDS

General notes on reading data element completion rules for the Customs Declaration Service (CDS) when importing into the UK.

General notes on reading data element (DE) completion rules:

Data element overview table

The table shown, at the start of each data item, identifies in column:

  1. Which types of declaration require the completion of the data element (declaration categories).
  2. The number and type of characters allowed in the field (field format).
  3. The number of times the data element may be used at header level (number of occurrences at header level).
  4. The number of times the data element may be used at item level (number of occurrences at item level).

For example:

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 a2 1x 99x

Declaration categories:

The data element completion rules provided in this document indicate for which types (categories) of declarations the data element is required, for example, data element 1/1 needs to be completed for categories: C21, H1, H2, H3, H4, H5 and I1.

The table below explains which categories of declarations these are, for example I1: Import Simplified Declaration.

Declaration categories Description
C21 (Air) Port inventory release message
H1 Declaration for release for free circulation and special procedure: specific use (end use)
H2 Special procedure: storage (customs warehousing)
H3 Special procedure: specific use (temporary admission)
H4 Special procedure: processing (inward processing)
H5 Declaration for the introduction of goods in the context of trade with special fiscal territories
I1 Import Simplified declaration

For correlation purposes - full customs declarations are referred to under the Union Customs Code as standard customs declarations.

Declaration categories H1, H3, H4 and H5 will be used for the Supplementary Declaration data sets. Appendix 21: Declaration Category Data Sets provides a detailed breakdown of the specific data elements needed for each declaration category.

There is a separate table in Appendix 21 for each declaration category type, for example H1 data set.

These tables also provide a cross reference from the new element data number to the previous SADH box reference number for correlation purposes.

The data set tables in Appendix 21 also state whether the data element is mandatory in all cases, optional for the declarant or dependant on the circumstances being declared.

Field format

The column showing field format in the table at the start of each data element indicates the requirements for the data type and the data length. The codes for the data types are as follows:

  • a: alphabetic
  • n: numeric
  • an: alphanumeric

The number following the code indicates the admissible data length.

The following further rules apply:

  • if there are no dots between the character type indicator and the length of the field indicator, then the data element has a fixed length and the full number of characters must be completed - for example: a2 indicates that 2 alpha characters must be used
  • the optional 2 dots before the length indicator mean that the data has no fixed length, but it can have up to a number of digits, as specified by the length indicator - for example: an4 indicates that a up to 4 alpha numeric characters may be used
  • a comma in the data length means that the data element can include decimals, the digit before the comma indicates the total length of the data element - the digit after the comma indicates the maximum number of digits that may be used after the decimal point

For example, n16,2 means the maximum field length is 16 digits of which 2 may be decimal places. Therefore, if using 2 decimal places a maximum of 14 digits may be declared prior to the decimal place.

If you are not declaring any decimal places, the full 16 digits may be used to indicate the whole number.
You cannot declare 16 digits plus 2 decimal places.

Examples of field lengths and formats:

  • a1: 1 alphabetic character, fixed length
  • n2: 2 numeric characters, fixed length
  • an3 3 alphanumeric characters, fixed length
  • a..4: up to 4 alphabetic characters
  • n..5: up to 5 numeric characters
  • an..6: up to 6 alphanumeric characters
  • n..7,2: up to 7 numeric characters in total including maximum 2 decimal places

Where the field specifies Alpha characters only, it must be completed in upper case. For example ‘Field Length a2’ need to be completed in capitals, such as GB.

Data groups

Within the Union Customs Code (EU Reg. No 952/2013 (UCC)) the declaration data elements are grouped into sections:

Group Description
1 Message Information (including Procedure Codes)
2 References of Messages, Document, Certificates and Authorisations
3 Parties
4 Valuation Information and Taxes
5 Dates, Times, Periods, Places, Countries and Regions
6 Goods Identification
7 Transport Information (Modes, Means and Equipment)
8 Other Data Elements (Statistical Data, Guarantees and Tariff Related Data)

Each data element will begin with the number of the Data Group it belongs to, for example, Importer Identification Number, which is included under ‘Data Group 3: Parties’ begins with number 3. Its data element number is DE 3/16.

Notes

In several cases the following instructions indicate that Data Elements are to be left blank. Some of these data elements may have been completed on declarations arriving from other member states. Where that is the case and they are being used as import declarations in this country the information must be allowed to stand - it must not be deleted or erased.

When completing a CDS Customs Declaration, it’s recommended that you:

  • begin with the relevant Declaration Category Table in Appendix 21 for the type of declaration being made, for example, Appendix 21A: Declaration Category Data Sets H1 for a free circulation supplementary declaration
  • the UK Trade Tariff, Volume 2 should then be consulted to find the commodity code to be used for the goods being declared and identify any specific tariff measures which may apply to the commodity code
  • the Index list for the 4-digit Procedure Codes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes should then be used to identify the appropriate procedure code to be declared in DE 1/10 for the treatment or use to which the goods will be placed
  • the Index List for the Additional Procedure Codes in Appendix 2: DE 1/11: Additional Procedure Codes should be used to identify any supplementary conditions that apply to the intended usage for the goods
  • appendix 4: DE 2/2: Additional Information Statement Codes should then be examined to identify any additional information to be declared, as defined in the Procedure and Additional Procedure Code completion instructions and the UK Trade Tariff: Volume 2 (commodity and procedure code specific requirements)
  • appendix 5: DE 2/3: Documents and Other Reference Codes should be used to identify and specific documents, licences, certificates or authorisations that need to be declared to place the goods to their intended use or enter them to the Customs territory of the EU
  • the main UK Trade Tariff, CDS Volume 3 Import Declaration Completion Guide should then be used, along with the additional completion instructions provided in appendices 1 and 2 to complete the customs declaration according to the commodity code and procedures to be used
  • the declaration should be completed with continued reference to the appropriate Appendices for details) for the specific data element to identify any specific codes to be used, such as preference indicators, delivery terms and country codes

Group 1: Message Information (including Procedure Codes)

The Accept Date (tax point date for Simplified Declaration Procedure (SDP) and Entry in Declarant’s Records (EIDR)) Supplementary Declarations (Additional Declaration Types Y or Z in DE 1/2) should be declared as part of the XML message schema. It does not have a specific data element.

DE 1/1 Declaration type (Box 1: Declaration First Subdivision)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 a2 1x NA

All declaration categories

Enter the type of declaration as follows:

Code Type of declaration
IM For trade with countries and territories situated outside of the Customs Territory of the Union.
For placing non-Union goods under a customs procedure in the context of trade between member states.
CO All the goods being declared are from a Special Fiscal Territory of the EU or a country with which the EU has formed a Customs Union.

Notes

DE 1/1 must be left blank on paper declaration continuation sheets when used.

DE 1/2 Additional Declaration Type (Box 1: Declaration Second Subdivision):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 a1 1x NA

All declaration categories

Used to indicate both the type of declaration and if the goods have arrived or not at the goods location. For electronic declarations the code used must be consistent with the CDS transaction being used.

For correlation purposes:

  • full customs declarations are referred to under the Union Customs Code as Standard customs declarations
  • Simplified Frontier Declarations (SFDs) used under Customs Freight Simplified Procedures are referred to under the Union Customs Code as Simplified Declarations
Code Type of declaration Goods arrived or not
A Standard customs declaration Goods arrived
B* Simplified declaration on an occasional basis Goods arrived
C** Simplified declaration with regular use (pre-authorised) Goods arrived
D Standard customs declaration Goods not arrived
E* Simplified declaration on an occasional basis Goods not arrived
F** Simplified declaration with regular use (pre-authorised) Goods not arrived
J C21 Goods arrived
K C21 Goods not arrived
Y*** Supplementary declaration covered by types C and F Goods arrived
Z*** Supplementary declarations for Entry in Declarants Records Goods arrived

*The data set to be used for the B and E additional declaration types will be specified in the completion notes for the custom procedure being used. Unless specified in the DE 1/10 and 1/11 Procedure codes notes, types B and E may not be used. See Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes for more details.

**For (C and F): I1 data requirements identified within these data element completion rules are for normal simplified declarations only.

The specific data elements in the following pages will indicate where completion on an I1 is only mandatory for:

  • controlled goods being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

Where the customs procedure being declared needs additional data to be provided, these will be over and above the data elements identified against the I1 data set indicated in the following pages. The specific completion rules detailed in the Appendix 1: DE 1/10: Requested and Previous Procedure Codes or Appendix 2: DE 1/11: Additional Procedure Codes completion notes should be followed.

Where the Procedure Code needs the completion of the I1 as a standard H1 data set, the completion rules, as specified for the H1 declaration should be followed.

***Additional declaration types Y and Z must be completed using the appropriate data set for the H1, H3, H4 and H5 standard customs declaration data sets, dependent on the customs procedure being used.

Notes

DE 1/2 must be left blank on paper declaration continuation sheets when used.

DE 1/6 Goods Item Number (Box 32: Item number):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 n..3 NA 1x

All declaration categories

Number of the item in relation to the total number of items contained in the declaration, the summary declaration, notification, or where there is more than one item of goods. Enter in sequential number order, up to a maximum of 999, the item number.

Notes

If a declaration is amended and a goods item is removed, the goods item number relating to the removed item cannot be reused. For example, if on a 12-item declaration, item number 11 is removed in an amendment, then item number 11 cannot be reused for a different goods item on the declaration. Item 12 would also not be re-numbered and remains as item 12. For paper declarations: Enter the item number (in sequential number order), up to the total declared in DE 1/9 (ex-box 5).

DE 1/8 Signature/Authentication (Box 54: Place and date, signature and name of the declarant/representative):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an..35 1x NA

All declaration categories

Where, as a result of declaration processing, it’s determined that customs will accept a declaration without the need for the presentation of the paper copy, the user identity used to lodge a declaration with CDS will replace the hand-written signature as the authentication credential for that declaration.

The CDS role identified by the user identity will determine the liability for all data transmitted in that declaration. In a paperless environment the user identity will have the same legal status as the hand-written signature on the paper declaration.

Individual liability will rest with the signatory within the company for the use of that credential (for example, the user identity). If there is to be a change of person who will act as signatory, this must be notified immediately to HMRC in writing, whereupon its records will be updated.

Notes

Authorised signatories

The declaration must be signed according to the following rules. If the importer is:

  • an individual, by that individual or an employee who has been authorised in writing
  • a partnership, by one of the partners, or one of their employees authorised in writing by a partner
  • a company incorporated in the UK under the companies acts, by a director or the secretary, or an employee of the company authorised in writing by a director or the secretary
  • a corporation incorporated in the UK by statute, by a person authorised by law to sign for the corporation, or an employee of the corporation authorised in writing by such a person
  • a foreign firm or company, or a corporation incorporated abroad by statute, by a person authorised by the law of the country in which the firm or company, is established

Alternatively, the declaration may be signed on behalf of the importer by any firm, company or individual the importer has given the authority to, to act as a declarant for customs purposes. The manner of authorisation is a matter of arrangement between importers and their declarant but, in giving authority to a declarant, the importer will be assumed to have given authority to the clerks and servants authorised by the agent to carry out all of the importer’s customs business. Customs may at any time require evidence that a declarant has been authorised by an importer to sign declarations on the importer’s behalf.

Paper declarations

Where paper-based declarations are concerned, the original of the handwritten signature of the person concerned must be given on the copy of the declaration which is to remain at the office of import, followed by the full name of that person. Where that person is not a natural person, the signatory should add their capacity after their signature and full name.

In signing DE 1/8, a legal declaration is being made that the details shown on the form and any continuation sheets are true and complete and that the requirements of any national or Union legislation have been met. When a declaration partly completed in another member state is being used as the import declaration, the person signing DE 1/8 is committing themselves to the accuracy of all the information on the form, including that which was already completed when they received the document.

Use of representatives or agents to submit the declaration on the importer’s/legal declarant’s behalf Article 5(15) of Council Regulation EU) No. 952/2013 (Union Customs Code (UCC)) defines the legal declarant as the person lodging a customs declaration in his or her own name or the person in whose name such a declaration is lodged.

Where the legal declarant (for example importer) is completing the declaration themselves under ‘self-representation’, they shall be liable for the content of all declarations so completed and submitted. Article 18 of EU Reg. No. 952/2013 (UCC) permits customs representatives to be appointed to act on another person’s behalf. This representation may be:

  • direct - the representative acts in the name and of behalf of the other person. The liability rests with the original party (usually the importer). This is dependent on the representative holding appropriate evidence of their empowerment to act on behalf of the original party and can demonstrate that the original party’s instructions have been followed
  • indirect - the representative acts in their own name but on behalf of another person. The liability is held jointly and severally between both parties

Article 5(6) of EU Reg. No. 952/2013 (UCC)) defines a representative as any person appointed by another person to carry out the acts and formalities required under the customs legislation in his or her dealings with customs authorities.

Direct representation

Where the representative or agent is acting as a ‘direct’ representative, in the name of and on behalf of another person and is transmitting the declaration under the representative’s/agent’s own user identity, the representative/agent must hold (and be able to produce on request to customs) written authority of their powers to act. Failure to do so will result in liability resting with the representative.

In this example, the representative’s details would be declared in DE 3/17 or 3/18 (declarant’s identity). The representative status declared in DE 3/21 would show Direct, code ‘2’.

Direct representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub-agent, and the sub-agent submits the declaration on behalf of the first agent but using the sub-agent’s user identity as the authentication credential; the sub-agent must hold (and be able to produce on request to customs) written authority to act and the instructions provided for the completion of the declaration’s particulars. Failure to produce written authority will result in liability resting with the sub-agent. The sub-agent must be declared in DE 3/17 or 3/18 (Declarant’s identity).

The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the representative on the declaration and appear in DE 3/19 or 3/20 (Representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party. The representative retains responsibility for ensuring the declaration is made in accordance with the instructions provided by the importer.

Indirect representation

Where the representative or agent is acting as an ‘indirect’ representative in his/her own name, but on behalf of another person, both parties accept joint liability for all data transmitted under the user identity. A representative or agent failing to state the level of representation on the electronic declaration will be deemed to be acting in his/her own name and on his/her own behalf.

In this example, the representative’s details would be declared in DE 3/17 or 3/18 (declarant’s identity). The representative status declared in DE 3/21 would show Indirect, code ‘3’.

Indirect representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub- agent, in an ‘indirect’ capacity on behalf of the first agent (but using the sub-agent’s user identity as the authentication credential), then the sub-agent must be declared in DE 3/17 or 3/18 (declarant’s identity).

The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the representative on the declaration and appear in DE 3/19 or 3/20 (representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party.

The representative retains joint and several liability with the importer for the customs debt.

DE 1/9 Total number of Items (Box 5: Items):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 n..3 1x NA

All declaration categories

Enter the total number of items declared on the customs declaration. The number of items must correspond to the total number of ‘description of goods’ (DE 6/8) completed.

The maximum number of items that is to be entered is 999. If there are more than 999 items, then further declarations must be submitted for the balance of the items.

Notes

If a declaration is amended and a goods item is removed, the ‘total number of items’ data element must be amended to declare the new total.

For example, if on a 12-item declaration, item number 11 is removed in an amendment, then the total number of items must be updated to declare 11. However, as explained under DE 1/6 item 12 must not be re-numbered.

For paper declarations, any description of goods data elements on the declaration continuation sheets which are not used must be crossed through.

DE 1/10 Procedure (Box 37: Procedure):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an4
Requested procedure code: an2 +
Previous procedure code: an2
NA 1x

All declaration categories

Enter the appropriate (4-digit) Procedure Code from those detailed in Appendix 1: DE 1/10: Requested and Previous Procedure Codes. Use the Procedure Code index list and their completion notes to help you identify the correct code to use and for guidance on how to complete the declaration.

Only one 4-digit Procedure Code can be declared against each goods item in DE 1/10, however, this may be tailored to the specific circumstances for the goods treatment by the use of multiple Additional Procedure Codes in DE 1/11.

The 4-digit Procedure Code is made up using:

  • the first and second digits which indicate the Requested Procedure, the customs procedure to which the goods are being entered
  • the third and fourth digits which indicate the Previous Procedure: the customs procedure from which the goods are being removed - 00 as the third and fourth digits indicate that the goods have not been subject to any previous procedure

The use of a Procedure Code in this data element constitutes a formal declaration that the conditions of the relevant regulations (including but not restricted to):

  • Council Regulation (EU) 952/2013
  • Commission Delegated Regulation (EU) 2015/2446 and
  • Commission Implementing Regulation (EU) 2015/2447

Will be complied with and binds the legal declarant accordingly. The use of a Procedure Code is an undertaking by the importer/representative to pay to the Commissioners of HMRC immediately, on demand, any duties or other charges due in respect of the goods in question if the conditions of the specific procedure are not met.

Representatives or agents must have prior written approval from the legal declarant (holder of the procedure) to enter goods to a specific procedure on their behalf and must ensure a copy of the declaration is returned to the holder of the procedure.

Notes

Procedure Codes may only be declared with the relevant declaration category, as defined in the table below. Procedure Codes used on a customs declaration must all be from the same declaration category, for example a Procedure Code from H2 may not be combined with a Procedure Code from H4 on the same customs declaration.

Declaration category Declaration title Allowable requested procedure codes (Digits 1 and 2)
H1 Declaration for release for free circulation and special procedure: specific use (end use) 01, 07, 40, 42, 44, 61
H2 Special procedure: storage (customs warehousing) 71
H3 Special procedure: specific use (temporary admission) 53
H4 Special procedure: processing (inward processing) 51
H5 Declaration for the introduction of goods in the context of trade with special fiscal territories 40, 42, 61
I1 Import Simplified declaration 01, 07, 40, 42, 44, 51, 53, 61, 71

For goods being entered to a customs warehouse

All the items on a declaration related to warehousing must:

  • be entered to the same customs warehouse (declared in DE 2/7 (Identification of Warehouse))
  • have the requested procedure code of 71 (as the first and second digit) in DE 1/10 (Procedure Code)

For goods being removed from a customs warehouse

All the items on a declaration related to warehousing must:

  • be removed from the same dispatching customs warehouse (declared in DE 2/7 (Identification of warehouse))
  • have the previous procedure code of 71 (as the third and fourth digit) in DE 1/10 (Procedure Code)

For goods being entered to an excise warehouse

All the items on a declaration related to warehousing must:

  • be entered to the same excise warehouse (declared in DE 2/7 (Identification of warehouse))
  • have the requested procedure code of 07 (as the first and second digit) in DE 1/10 (Procedure Code)

Separate declarations are required for goods destined for/removed from different warehouses. The Procedure Code notes explain these restrictions in more detail.

DE 1/11 Additional Procedure Code (Box 37: Procedure):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an3
Union codes: a1 + an2 or
National codes: n1 + an2
NA 99x

All declaration categories

Enter the appropriate (3 digit) Additional Procedure Code from Appendix 2: DE 1/11: Additional Procedure Codes, using the relevant Additional Procedure Code index list and completion notes to help you complete the declaration.

Up to 99 Additional Procedure Codes may be declared against each goods item in DE 1/11. Declarants must follow the guidance on code compatibility in the UK Trade Tariff to prevent incompatible codes being declared, which will result in the rejection of a declaration.

Where a single goods item comprises of both Union and National codes declared in DE 1/11, any Union Codes (beginning with a letter) must be declared first.

An index list and individual completion notes for the Union Additional Procedure Codes may be found in Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes. An index list and individual completion notes for the National Additional Procedure Codes may be found in Appendix 2B: DE 1/11: Additional Procedure Codes: National Codes.

The use of an Additional Procedure Code in this data element constitutes a formal declaration that the conditions of the relevant regulations (including but not restricted to):

  • Council Regulation (EU) No. 952/2013
  • Commission Delegated Regulation (EU) No. 2015/2446
  • Commission Implementing Regulation (EU) No. 2015/2447

Will be complied with and binds the legal declarant accordingly.

The use of an Additional Procedure Code is an undertaking by the importer/representative to pay to the Commissioners of HMRC immediately, on demand, any duties or other charges due in respect of the goods in question if the conditions of the specific procedure are not met.

Representatives or agents must have prior written approval from the legal declarant (holder of the procedure) to enter goods to a specific procedure on their behalf and must ensure a copy of the declaration is returned to the holder of the procedure.

Notes

For goods being entered to a customs warehouse

All the items on a declaration related to warehousing must:

  • entered to the same customs warehouse (declared in DE 2/7 (Identification of warehouse))
  • have the requested procedure code of 71 (as the first and second digit) in DE 1/10 (Procedure code)

For goods being removed from a customs warehouse

All the items on a declaration related to warehousing must:

  • be removed from the same dispatching customs warehouse (declared in DE 2/7 (Identification of warehouse))
  • have the previous procedure code of 71 (as the third and fourth digit) in DE 1/10 (Procedure code)

For goods being entered to an excise warehouse

All the items on a declaration related to warehousing must:

  • entered to the same excise warehouse (declared in DE 2/7 (Identification of warehouse))
  • have the requested procedure code of 07 (as the first and second digit) in DE 1/10 (Procedure code)

Separate declarations are required for goods destined for/removed from different warehouses. The Procedure Code notes explain these restrictions in more detail.

Group 2: References of messages, document, certificates and authorisations

D.E 2/1 Simplified declaration/Previous documents (Box 40: Declaration/Previous document):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 Document category: a1 +
Previous document type: an..3 +
Previous document reference: an..35 +
Goods item identifier: n..3
9999x 99x

All declaration categories

This data element must always be completed to identify a previous declaration or previous document(s). A previous declaration, or document, is identified by class, type, reference and the goods item number. The goods item number element in DE 2/1 may be omitted where the previous document comprised a single goods item.

On paper declarations the details are separated with a dash in the format (class-type-reference-goods item no. (for example, Z-380-12345-1).

It consists of an alphanumeric (an..42) code.

For import inventory linked locations, the Inventory Reference Number (UCN) must be declared in DE 2/1 using the Previous Document Type code ‘MCR’.

For Simplified Declaration Procedure (SDP) and Entry in Declarant’s Records (EIDR) users, the DUCR and any DUCR part numbers must be declared in DE 2/1 using the Previous Document Type codes ‘DCR’ and ‘DCS’ respectively. See the Simplified Procedures notes section below.

The Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes give guidance on the codes expected to be used in specific circumstances for the procedure concerned. They are not a definitive guide however and should be read along with the full list provided in Appendix 3: DE 2/1: Previous Document Codes.

Each code to be declared in DE 2/1 is made up of 4 components

First component: Document Category (a1)

The first component (a1) consists of a letter and is used to distinguish between the three categories mentioned below:

  • the declaration for temporary storage represented by ‘X’
  • the simplified declaration or the entry in the declarant’s records, represented by ‘Y’
  • the previous document, represented by ‘Z’.

For example: Y (to represent simplified procedures).

Second component: Previous document type (an..3)

The second component (an..3), consists of a combination of digits or letters, or both, serves to identify the type of document. Choose the appropriate code from the list in Appendix 3: DE 2/1: Previous document codes.

For example, code: CLE (to represent the entry in declarant’s records).

Third component: Previous document reference (an..35)

The third component (an..35) represents the data needed to recognise the document. Enter the identification number or another recognisable reference of the document.

For example, 20171001 (to represent the date of the entry in records).

Fourth component: Goods item identifier (n..3)

The fourth component (n..3) is used to identify which item of the previous document is being referred to:

  • The goods item number on the summary declaration, temporary storage declaration, simplified declaration, entry in records or other previous document.
  • This should be separated from the document reference number by ‘-‘.

For example: 2 (to identify that this reference refers to the second item on the previous document).

Where the previous document referred to contained only a single goods item, this component may be left blank.

The full code for DE 2/1 in this example would be YCLE20171001-2.

Notes:

References not applicable to all items should be declared at item level, with a maximum number of 99 instances.

References applicable to all items must be declared at header level.

On paper declarations: the details are separated with a dash in the format
< class > - < type > - < reference > - < goods item number>.

If removed from warehouse (other than by EIDR) or IP insert the document identity (for example, MRN or DUCR/Part that entered the goods to that regime).

If goods are being placed in a warehouse enter the details of the documents relating to any previous administrative procedure.

References applicable to all items must be entered at header level, with a maximum number of 9,999 instances.

The Inventory Reference number (UCN), declared as a MUCR using the previous document codes:

  • ‘Z’
  • ‘MCR’
  • the Inventory reference number

Should be declared at header level only.

Simplified procedures:

Where supplementary declarations are aggregated:

  • use the DUCR/Part of the first initial declaration as the DUCR/Part for the supplementary declaration at header level
  • the SDE, DCR and DCS or CLE, DCR and DCS previous document sets should be repeated at item level, in order, for each aggregated element (for example, EIDR release record)

Simplified declaration procedure (SDP):

For a Simplified Declaration, enter class code:

  • ‘X’ for goods removed from temporary storage
  • ‘Z’ other document

Followed by:

  • type of document
  • the reference number of the previous document
  • the goods item number if appropriate

This should be followed by a subsequent previous document declaration to provide the DUCR:

  • ‘Z’
  • ‘DCR’
  • the DUCR reference number that will be used as the commercial audit trail between the simplified declaration, commercial records and any subsequent supplementary declarations

For an SDP Supplementary Declaration, enter class code ‘Y’ followed by:

  • ‘SDE’
  • the simplified declaration MRN
  • the goods item number if appropriate

This should be followed by a subsequent previous document declaration to provide the DUCR:

  • ‘Z’
  • ‘DCR’
  • the DUCR reference number that will be used as the commercial audit trail between the simplified declaration, commercial records and any subsequent supplementary declarations

Any DUCR part numbers should be declared as a separate previous document using codes:

  • ‘Z’
  • ‘DCS’
  • any DUCR part numbers

Entry in Declarant’s Records (EIDR):

For an EIDR Supplementary Declaration, enter the class code ‘Y’, followed by:

  • ‘CLE’
  • date of EIDR entry in records (date format yyyymmdd)
  • the goods item number if appropriate

This should be followed by a subsequent previous document declaration to provide the DUCR:

  • ‘Z’
  • ‘DCR’
  • the DUCR reference number that will be used as the commercial audit trail between the EIDR record, commercial records and any subsequent supplementary declarations

Any DUCR part numbers should be declared as a separate previous document using codes:

  • ‘Z’
  • ‘DCS’
  • any DUCR part numbers

Simplified procedure DUCR completion rules:

A DUCR and the optional part must be unique and should comply with the rules and format as detailed in the ‘Recommended Format of the DUCR’ section below.

The declaration of a DUCR is mandatory for all simplified procedures (SDP and EIDR) declarations. The same DUCR must be supplied on all linked declaration parts, for example, simplified declaration with its supplementary declaration.

It’s important that simplified procedure traders enter their own declaration UCR numbers (DUCRs) into DE 2/1 Simplified declaration/Previous document (third component using previous document type code ‘DCR’) as these are used to provide the audit trail between the initial declarations (simplified declaration and EIDR entry), the linked supplementary declarations and any commercial documents.

The DUCR/Part is the main reference to the CDS declaration for simplified procedures purposes and can incorporate commercial references so that there is a single reference for accessing all related information in trade and customs computer systems. The DUCR must contain the EORI number of the simplified procedures authorised trader.

DUCR part numbers:

On supplementary declarations enter the related DUCR/Part (s) for the linked simplified declarations and EIDR entries (initial declarations) using previous document type code ‘DCS’. If a supplementary declaration covers more than one initial declaration, use the DUCR/Part of the first initial declaration as the DUCR/Part for the supplementary declaration at header level. The DUCR/Parts of each of the other initial declarations are to be declared as separate ‘DCS’ previous documents in DE 2/1, against the corresponding items at item level.

The recommended format of the DUCR reference number in the UK is the WCO format, which is created from the following components:

  • ‘year’ - is the year in which the DUCR was allocated. For example, ‘9’ if allocated in 2009, ‘0’ if allocated in 2010 and ‘1’ if allocated in 2011 – so for the year 2009, ensure the year component of the DUCR entered onto the Procedure for Electronic Application for Certificates (PEACH) advance notification contains the single ‘9’ digit and not ‘09’ - in 2010, enter the year as a single ‘0’ digit and not ‘10’
  • ‘country’ - is the country where the DUCR was allocated
  • EORI’ - is the identity of the trader as known to HMRC. In the UK this is the 12-character EORI number - this must be the EORI number of the simplified procedures authorised trader
  • ’-‘ - is a dash
  • ‘reference’ - is a unique series of characters that the trader, whose EORI number is included in the DUCR, devises and which provides an audit trail within traders’ commercial records - this component of the DUCR is restricted to numbers, upper case letters and certain special characters

An example DUCR is as follows: ‘7GB000000000000-12345’

This example DUCR would have been issued in 2017, in the UK, for an EORI number ‘000000000000’, and with a trader reference number of ‘12345’.

DE 2/2 Additional Information (Box 44):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 Coded version
(Union codes): n1 + an4 OR
(National codes): a1 + an4
or
Union/National code followed by a free text information: an..512
NA 99x

All declaration categories:

Enter any Union or National codes, or both, which apply followed by any free text information for the Additional Information (AI) code as required - Appendix 4: DE 2/2: Additional Information Statement Codes for details of the codes which may be used, including any additional free text information which may be required by the specific AI codes.

Up to 99 AI codes can be declared at item level in DE 2/2.

Where a single goods item comprises of both Union and National AI codes declared in DE 2/2, any Union Codes (beginning with a number) must be declared first.

The Procedure Code and Additional Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes give guidance on the AI codes expected to be used in specific circumstances for the procedure concerned. They are not a definitive guide however and should be read along with the full list provided in Appendix 4: DE 2/2: Additional Information Statement Codes.

Notes

The following declaration elements, previously declared as free text in box-44 of the SAD should be declared to CDS using an AI statement code and be declared, as required, in DE 2/2.

Government contractor

Enter the details of the government contractor as an AI statement in DE 2/2 AI Statement using the code GCONT. This data element need only be completed if goods are imported on behalf of a government department for use in business, and not the importer shown in DE 3/15 or 3/16. Enter the EORI number (without any ‘GB’ prefix) of the government contractor. Do not complete this data element with a non-VAT EORI number or ‘PR’.

Premises

If the premises code in DE 2/7 (Identification of Warehouse) is that of a UK allocated warehouse or Free Zone, do not complete a AI Statement in DE 2/2 using the code: PREMS unless specifically instructed to do so by the Procedure Code completion notes, see Appendix 1: DE 1/10: Requested and Previous Procedure Codes or details. Insert the full name and address of the premises when:

  • DE 2/7 (Identification of Warehouse) does not identify a UK allocated warehouse or Free Zone
  • where otherwise directed by customs - see Procedure Code completion notes

Enter the Premises Country Code as a suffix to the premises name and address separated by a ‘-‘.

Excise registered consignor

Enter the Excise Registered Consignor’s identification number (for example, EORI or other identifier) as an AI statement in DE 2/2 AI Statement using the code ECONR.

Notes

Refer to Notice 197, Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes for more details. EMCS is an EU wide electronic system for recording and validating movements of duty-suspended excise goods within the EU. Authorised warehouse keepers and registered consignors moving duty-suspended excise goods must register and enrol for EMCS.

Registered consignee

Enter the EORI number (without any ‘GB’ prefix) of the VAT registered consignee as an AI statement in DE 2/2 AI Statement using the code RCONE.

Do not complete this data element with a non-VAT EORI number.

Notes

The registered consignee procedure allows details to be recorded of a VAT registered consignee who is accountable for VAT at importation but is not the actual importer of the goods as shown in DE 3/15 (Importer name and address) and 3/16 (Importer Identification number), and where VAT is being paid on the imported goods.

DE 2/3 Documents produced, certificates and authorisations, additional references and DE 8/7 Writing off (H1 and I1 only) (Box 44):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 Document type
(Union codes) a1 + an3 +
or
(national codes): n1 + an3 +
Document identifier and part: an..35 +
(document identifier: an..30, part: an..5)
Document Status: a2 +
Reason: an..35 +
Issuing authority name: an..70 +
Date of validity: n8 (yyyymmdd) +
Measurement unit and qualifier, if applicable: an..4 +
Quantity: an..16,6
NA 99x

For Declaration categories H1 and I1 only

Writing off details are only required on a H1 and I1 declaration.

Writing off details are only required on an I1 declaration for controlled goods where the licence information is required to be declared on the simplified declaration. Where the writing off details are required on a simplified declaration, the full commodity code details will also be required in DE 6/14 - 6/15 and 6/16 - 6/17 where applicable.

DE 2/3 and 8/7 requirements are combined for the purposes of completing the declaration. The details for writing off are to be declared alongside the document code details as a single data element.

All declaration categories

Enter any Union or National codes, or both, which apply followed by any additional information required by the specific code. The UK Trade Tariff, will identify any specific measures and document codes which may be required by the specific commodity code declared in DE 6/14 – 6/17.

Appendix 5: DE 2/3: Documents and other reference codes contains details of all reference codes which may be declared in this data element, a description of their usage and provides guidance on the details to be declared against each code.

The Procedure Code and Additional Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes give guidance on the document codes expected to be used in specific circumstances for the procedure concerned. They are not a definitive guide however and should be read along with the full list provided in Appendix 5: DE 2/3: Documents and other reference codes.

Where a single goods item comprises of both Union and National codes declared in DE 2/3, any Union Codes (beginning with a letter) must be declared first.

This data element can only be declared at item level.

Up to 99 documents produced, certificates, authorisations and additional reference codes can be declared in DE 2/3 for each goods item. Each document type code has eight components: not all components are mandatory for all document codes.

First component: Document type code (an4) mandatory for all document codes declared

The first component is a 4 figure Document type code. See Appendix 5: DE 2/3: Documents and other reference codes for a list of document codes which should be declared in specific circumstances. The document code appendix should be read along with Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes for information on which Document Codes should be used in order to use specific customs procedures.

Second component: Document Identifier and Part (an..35), see additional notes on the second components format for licences in the section below

The second component comprises of 2 sub-components.

Sub-component 1: Document identifier (an..30) mandatory for all document codes declared

This sub-component is the document identifier. This is the reference number, as specified against the document type code in Appendix 5: DE 2/3: Documents and Other Reference Codes. This must identify the unique document, authorisation, licence or certificate being declared.

Sub-component 2: Multi Line Document (Document Part) (an..5) conditional, see the specific document code completion notes for details

Enter the line item (part) as required for the particular document.

For example, some licences cover many products with each defined as a line. The document part sub-component is used to identify the line number when required.

If omitted it defaults to 1 and the attribution applies to the first (or only) line of the licence.

The line item number of the document is to be appended to the document identifier (completed in the first sub-component) separated by a dash (-). For example: X0021234/16-3.

Third component: Document status code (a2) conditional, see the specific document code completion notes for details

The third component is a Document status code (a2). A full list of the document status codes may be found in Appendix 5B: DE 2/3: Document Status Codes. The document status code should be declared, as specified, by each document code. The specific document status codes which may be used with each document code is specified in Appendix 5: DE 2/3: Documents and Other Reference Codes. Certain document type codes (for example, authorisation numbers) will not usually require a status code to be declared and where applicable this is specified against the document code in Appendix 5: DE 2/3: Documents and other reference codes. Other document codes may be restricted in the document status codes which may be used, these are specified in Appendix 5: DE 2/3: Documents and other reference codes.

Fourth component: Reason (an..35) conditional, see the specific document code completion notes for details

Enter a free text description of the Reason where required by the Document status code. Where the import goods are subject to specific measures a Reason description should be entered in the fourth component of DE 2/3.

A reason must be supplied for some status values. For example: Status code UP, reason entered ‘eaten by dog, replacement in post’.

Fifth component: Issuing Authority (an..70) conditional, see the specific document code completion notes for details

Enter a free text description of the Issuing Authority. This should be specific enough to identify the governing body responsible for issuing the licence or certificate.

Sixth component: Date of validity, if required (n8) conditional, see the specific document code completion notes for details

The date of validity, if required, must be entered in the following date format: yyyymmdd.

Licences and non-preference certificates

The date to be declared is the expiry date for the licence or certificate. Where the Document Code for the licence or certificate is listed in Appendix 5C: DE 2/3: Document and Other Reference Codes: Licence Types, a date of validity must always be declared.

Preferential proofs of origin

For preferential proofs of origin (for example, EUR.1, GSP, Invoice Declarations, Statements of Origin), the date to be declared is the date of issue. This is conditional on the specific document codes completion notes.

Seventh component: Measurement unit and qualifier, if applicable: an..4 + conditional, see the specific document code completion notes for details

This is only required where a specific quantity and measurement type has to be decremented against a specific document. For example, a licence has been issued for a total quantity of liquids in litres.

Where the specific document needs a measurement unit or qualifier, or both, to be declared, enter the appropriate code for the commodity’s/document’s measurement unit type using the list provided in Appendix 20: DE 8/7 and 4/4: Measurement Unit Codes.

For example, if the document needs a quantity in litres, enter the measurement unit code of LTR. The quantity of litres being declared should be entered against the eighth component: quantity.

If no quantity or measurement unit/qualifier is required, this data element should be omitted.

Eighth component: Quantity (n..16,6)

Enter the quantity being attributed to the specific document identifier (second component). Any decimal places declared (up to a maximum of 6 places) must be deducted from the total number of characters used in the data element. For example, if 3 decimal places are used, then only 13 whole numbers may be used in front of the decimal place.

For example, if the document needs a quantity in litres, the measurement unit code of LTR will have been entered in the seventh component (measurement unit), followed by the quantity of litres being declared as a value here, in the eighth component, for example, 12.05.

Authorisation for customs procedures

If two or more procedures apply (for example OP and IP) the details for each should be entered as separate document references.

Authorisations are declared as a document reference in DE 2/3, using a document code from the list in Appendix 5: DE 2/3: Documents and Other Reference Codes. The authorisation should be declared in the format outlined in the example below. For example, for an authorisation for a private Customs Warehouse:

Document code Document identifier: country code Document identifier: authorisation type code Document identifier: authorisation number
C517 GB CWP The customs warehouse authorisation number.

Enter the authorisation document reference held to use a customs procedure. This code consists of:

  • document code an4
  • country code a2
  • decision type an..4
  • unique identifier for the decision an..29

The corresponding EORI number of the authorisation holder should be declared against the appropriate authorisation type code in DE 3/39.

Authorisation document codes and authorisation holder EORI numbers in DE 2/3 and DE 3/39 are only required where a full authorisation is held.

The Procedure Code and Additional Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes give guidance on the minimum authorisation document codes required to be used in specific circumstances for the procedure concerned. They are not a definitive guide however and should be read along with the full list provided in Appendix 5: DE 2/3: Documents and Other Reference Codes.

Documents, licences and certificates

A list of the applicable licence types and the document code to be used for each type may be found in Appendix 5C: DE 2/3: Documents and Other Reference Codes: Licence Types.

The completion rules for the specific licence may be found against the appropriate document code.

The list of applicable licence and certificate codes which may be used for imports can be found in Appendix 5: DE 2/3: Documents and Other Reference Codes.

Each document code will specify the types of document status codes which may be used for the specific licence or certificate.

Status codes for documents, licences and certificates

A status code must always be declared for these types of documents. Enter the appropriate status code for the type of licence from the list of the document status codes may be found in Appendix 5B: DE 2/3: Document Status Codes. The status must be permitted for the licence type and the commodity. The details of the specific status codes which may be used for each licence type will be specified against the relevant document code in Appendix 5: DE 2/3: Documents and other reference codes.

  Electronic Paper (held by Trader): attached Paper (held by Trader): not attached Held by issuing authority
Part attribution, for example, licence still valid and will be used in future. EP AP UP IP
Surrendered, for example, licence still valid but will not be used in future. ES AS US IS
Exhausted, for example, nil balance. EE AE UE IE
Already attributed on simplified declaration. EA JA UA IA
‘Late’ declaration after licence removed from CHIEF. EL      
Below de minimis. XB XB XB XB
Waiver claimed.* XW XW XW XW
Goods covered by the commodity code don’t require a licence (ex-heading). XX XX XX XX

*Where a licence waiver is being claimed, enter ‘XW’ as the status code and provide the reason for the waiver in the fourth component: Reason (an..35) of DE 2/3.

Department for International Trade

The declaration that the goods are subject to the Open General Import Licence is not required except for sensitive goods.

Rural Payments Agency (RPA) Common Agricultural Policy (CAP) import licences

It’s necessary to declare separately the RPA authorisation and the licence/certificate numbers. In DE 2/2 (Additional Information) enter the authorisation code ‘RPTID’ followed by the RPA registration number.

The appropriate document code for the licence/certificate from Appendix 5: DE 2/3: Documents and Other Reference Codes must be declared with its associated reference number. This will need to be declared as a separate item in DE 2/3.

Document reference/Identifier and Part for licences (second component)

All declaration categories

Enter the Document reference/Identifier and Part, format: an..35.

The Document reference for a licence is formatted: <country code > < licence type > < licence identifier > -<Part>.

Only enter a separator between the licence identifier and the part number. The licence identifier is not supplied when the status identifies that a particular licence is not being declared.

< country code > For all UK government department/agency issued licences/AFCs/permits (including those which were originally issued in another member state, but which were subsequently re-issued - including any ‘extracts’ - by a UK government department/agency) enter ‘GB’.

For licences issued in another member state enter the relevant country code, for example for France enter ‘FR’. < licence type > as identified in Appendix 5: DE 2/3: Documents and Other Reference Codes.

< licence identifier > enter the licence identifier allocated by the issuing authority. If the licence does not have a reference enter the title of the licence. A licence identifier is not supplied when the status identifies that a particular licence is not being declared - for example, status code is in the x-series.

Notes

Beneficiary countries of the EU GSP will progressively start to apply the REX system, replacing the current system of origin certification based on Form A certificates or invoice declarations for low value consignments with Statements of Origin. By 30 June 2020, all GSP proofs of preferential origin will be made using a Statement of Origin. Refer to the published guidance on REX for more information.

DE 2/4 Reference Number/UCR (Box 7: Reference Number):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an..35 1x 1x

Additional declaration types (DE 1/2) C, F, Y or Z

For Simplified Declaration Procedure (SDP) and Entry in Declarant’s Records (EIDR) the DUCR must be declared in DE 2/1 (Previous Documents) using the previous document code ‘DCR’.

All declaration categories

This data element is for optional use by the declarant to record a commercial reference for their own purposes. The format of the reference number may take the form of the WCO DUCR, which is created from the following components:

  • ‘year’ - is the year in which the DUCR was allocated. For example, ‘9’ if allocated in 2009, ‘0’ if allocated in 2010 and ‘1’ if allocated in 2011. Therefore, for the year 2009, ensure the year component of the DUCR entered onto the Procedure for Electronic Application for Certificates (PEACH) advance notification contains the single ‘9’ digit and not ‘09’. In 2010, enter the year as a single ‘0’ digit and not ‘10’.
  • ‘country’ - is the country where the DUCR was allocated.
  • EORI’ - is the identity of the trader as known to HMRC. In the UK this is the 12-character EORI number.
  • ’-‘ - is a dash.
  • ‘reference’ - is a unique series of characters that the trader, whose EORI number is included in the DUCR, devises and which provides an audit trail within traders’ commercial records. This component of the DUCR is restricted to numbers, upper case letters and certain special characters.

An example DUCR is as follows: ‘7GB000000000000-12345’. This example DUCR would have been issued in 2017, in the UK, for an EORI number ‘GB000000000000’, and with a trader reference number of ‘12345’.

Notes

This data element can be declared once at header and once per item.

DE 2/5 LRN (No previous reference):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an..22 1x NA

All declaration categories

This data element is mandatory. The declarant must enter a reference number for the transaction.

DE 2/6 Deferred payment (Box 48 - Deferred payment):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4, H5 and I1 an..35 2x NA

Declaration category I1 This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration.

All declaration categories

The payment of tax and duty, may be deferred at importation by importers and declarants/representatives approved by customs for this purpose.

This data element must be completed when codes E or R are declared in DE 4/8 (Method of payment).

Enter the Deferment Account Numbers (DANs) of the deferment accounts to be used to:

  • defer the payment of the customs duty and other charges (for example, excise duty)
  • provide a deferred deposit

The deferment account details should be entered in the following format:

Code Details to be declared Description
1DAN Deferment account number (n7). The deferment account to be used for all charges, unless 2DAN is also declared.
2DAN Deferment account number (n7). When 2DAN is used only import VAT will be charged to 2DAN. All other deferred charges will be lodged against 1DAN.

Note - document codes C505 and C506 must also be declared in DE 2/3 (Document Codes) and authorisation type codes CGU and DPO declared in DE 3/39 (Holder of the Authorisation) when deferred payment is being used for customs duty purposes. They are not required when deferment is only being used for other taxes.

Using more than one deferment account

All the duty and tax may be deferred to the importer’s, declarant’s or representative’s account, or alternatively, the VAT and non-VAT charges can be split between the two different deferment accounts. When payment is being deferred to more than one deferment account, both deferment account numbers (DANs) must be entered in this data element.

Note, 2 deferment accounts cannot be declared when they both belong to the importer. When 2 deferment numbers are present, only VAT amounts will be processed against the deferment account for ‘2DAN’. All other amounts deferred will be processed against the deferment account for ‘1DAN’.

There is no restriction on which DAN (the importer’s, declarant’s or representative’s) is used for ‘2DAN’.

Notes

A declarant/representative acting on behalf of an importer must not use the importer’s deferment approval number without first being authorised to do so.

This authority may either be:

  • specific authority: which relates to one particular consignment. Form C1207S must be completed by the importer and retained by the agent/representative as evidence that they have authority to use the importer’s deferment account. This must be provided to customs on request. Document code ‘1207’ must be declared in DE 2/3 (Document Codes) providing the date and location details as declared on the C1207S
  • standing authority: Alternatively, an importer may give standing authority to their agent using form C1207N, which covers all consignments - see Notice 101 Deferring duty, VAT and other charges for full details and examples on giving authority to use deferment accounts

If the declaration is processed as a paperless declaration, evidence of the authority must be retained at the trader’s registered premises (for 4 years) and may be subject to audit by customs.

DE 2/7 Identification of warehouse (Box 49: Warehouse ID)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 Warehouse type: a1 +
Warehouse identifier: (including Country Code): an..35
1x NA

All declaration categories

This data element is only required when the Requested or Previous Procedure Code, or both, declared in DE 1/10 includes the codes ‘07’ or ‘71’. The warehouse declared in DE 2/7 must have been approved by one of the EU member states. Enter the ‘Identity of the warehouse’, which is in 2 components:

  • type
  • warehouse identifier including Country Code

Do not enter any separator or space between the 2 parts.

First component: Type (a1)

Enter, as appropriate, one of the following codes:

Code Warehouse type
R Public customs warehouse type I
S Public customs warehouse type II*
T Public customs warehouse type III*
U Private customs warehouse
Y Non-customs warehouse
Z Free zone

*Type codes S and T may not be used with any warehouse identifier with a Country Code of GB.

Second component: Warehouse Identifier (including Country Code) (an..35)

The warehouse identifier consists of 2 parts:

  • the identification number for the warehouse issued by the authorising member state
  • the Country Code for the authorising member state

In the UK:

  • customs warehouses have a 7-digit reference
  • excise warehouses have a 13-digit reference
  • the Free Zone is 0000006 - Isle of Man

If the warehouse identity is not a UK allocated code (suffixed by ‘GB’), the premises name and address must be supplied as an AI Statement in DE 2/2 Additional Information, using AI code ‘PREMS’.

Notes

An example of a customs warehouse Identification reference number is R1234567GB:

  • where R denotes a Type I public warehouse
  • 1234567 denotes the authorisation number for the warehouse
  • GB denotes the authorising member state

An example of an excise warehouse identity is YGB00001234567GB:

  • where Y denotes a non-customs warehouse
  • GB00001234567 is the 13-character excise warehouse identifier
  • GB denotes the authorising member state

For goods being entered to a customs warehouse

All the items on a declaration related to warehousing must:

  • be entered to the same customs warehouse (declared in DE 2/7 (Identification of warehouse)) and
  • have the requested procedure code of 71 (as the first and second digit) in DE 1/10 (Procedure Code)

For goods being removed from a customs warehouse

All the items on a declaration related to warehousing must:

  • be removed from the same dispatching customs warehouse (declared in DE 2/7 (Identification of Warehouse))
  • have the previous procedure code of 71 (as the third and fourth digit) in DE 1/10 (Procedure Code)

For goods being entered to an excise warehouse

All the items on a declaration related to warehousing must:

  • be entered to the same excise warehouse (declared in DE 2/7 (Identification of Warehouse))
  • have the requested procedure code of 07 (as the first and second digit) in DE 1/10 (Procedure Code)

Separate declarations are required for goods destined for/removed from different warehouses. The Procedure Code notes explain these restrictions in more detail.

Group 3: Parties

DE 3/1 Exporter (Box 2: Consignor/Exporter)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4, H5 and I1 Name: an..70 +
Street and number: an..70 +
Country: a2 +
Postcode: an..9 +
City: an..35
1x 1x

Declaration categories H1, H3, H4 and I1

Enter the full name and address of the last seller of the goods prior to their importation into the Union (as defined in Article 128 of EU Reg. No. 2015/2447).

Declaration category H5

Enter the full name and address of the consignor who acts as ‘exporter’ in the context of trade with special Fiscal Territories. The consignor is the last seller of the goods prior to their introduction into the Fiscal Territory where the goods are to be released.

All declaration categories

DE 3/1 is used to declare the Exporter’s name and address and postcode. If the exporter identification reference number (EORI) quoted in DE 3/2 is recognised by CDS then DE 3/1 need not be completed.

Note that the consignor/exporter details (formerly Box 2) is now covered under 6 different data elements under CDS.

Name and address

Enter the full name and address of the exporter, including the postcode. Where a country does not use a postcode or equivalent code, (for example, US zip code), enter ‘NA’ in this section of the data element.

If more than 2 parties are involved in the import operation, the last seller of the goods prior to their introduction into the Union is indicated as the Exporter. The last seller is the party who last sold the goods before they were brought into the customs territory of the Union.

For example: A US company buys goods in China and then sells them to a UK company. The goods are dispatched directly from China to the UK, where they are released for free circulation.

The US company is the last seller of the goods before they were brought into the customs territory of the Union and is therefore indicated as the Exporter.

In cases where Article 128 (2) of EU Reg. 2015/2447 applies, the exporter to be indicated is the third country person selling the goods for export during the suspension procedure.

Notes

For paper and C21 declarations only one exporter is to be declared.

For all other declarations - if there is only one exporter, then the exporter details are to be supplied at header level.

If there is more than one exporter, then:

  • code 00200 must be entered in each of the Name, Street, City and Postcode fields at header level in DE 3/1
  • additional Information Code 00200 is to be completed in DE 2/2 as per the instructions in Appendix 4: DE 2/2: Additional Information Statement Codes
  • the individual exporter’s details must be supplied at item level (one exporter per item)

DE 3/2 Exporter Identification Number (Box 2: Consignor/Exporter):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4, H5 and I1 an..17 1x 1x

Declaration categories H1 to H4 and I1

Where held, enter the EORI number of the last seller of the goods prior to their importation into the Union (as defined in Article 128 of EU Reg. No. 2015/2447).

Declaration category H5

Enter the EORI number of the consignor who acts as ‘exporter’ in the context of trade with special Fiscal Territories. The consignor is the last seller of the goods prior to their introduction into the Fiscal Territory where the goods are to be released.

All declaration categories

Where a valid EORI number quoted in DE 3/2 is recognised by CDS then DE 3/1 should not be completed. If more than two parties are involved in the import operation, the last seller of the goods prior to their introduction into the Union is indicated as the Exporter The last seller is the party who last sold the goods before they were brought into the customs territory of the Union.

For example: A US company buys goods in China and then sells them to a UK company. The goods are dispatched directly from China to the UK, where they are released for free circulation.

The US company is the last seller of the goods before they were brought into the customs territory of the Union and is therefore indicated as the Exporter.

In cases where Article 128 (2) of EU Reg. 2015/2447 applies, the exporter to be indicated is the third country person selling the goods for export during the suspension procedure.

Notes

Where facilitations are granted in the framework of a third country traders’ partnership programme which is recognised by the Union, this information may take the form of a third country unique identification number which has been made available to the Union by the third country concerned. That number may be used whenever available to the declarant.

For paper and C21 declarations only one exporter is to be declared.

For all other declarations - if there is only one exporter, then the exporter details are to be supplied at header level.

If there is more than one exporter, then:

  • code 00200 must be entered in each of the Name, Street, City and Postcode fields at header level in DE 3/1
  • additional Information Code 00200 is to be completed in DE 2/2 as per the instructions in Appendix 4: DE 2/2: Additional Information Statement Codes
  • the individual exporter’s details must be supplied at item level (one exporter per item)

DE 3/15 Importer name and address (Box 8 – Importer/Consignee):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 Name: an..70 +
Street and number: an..70 +
Country: a2 +
   
Postcode: an..9 +
City: an..35
1x NA  

All declaration categories

Box 8 (Consignee/Importer) is now covered under six different data elements under CDS.

DE 3/15 is used to declare the importer’s name, address and postcode.

This data element should only be completed where a recognised EORI number is not held and declared in DE 3/16.

Enter the importer’s name and address, if known. The importer is the party who makes, or on whose behalf, an import declaration is made.

In cases where the customs value is calculated in accordance with Article 74 of EU Reg. No. 952/2013, this information shall be provided, if available.

Name and address

Enter the full name and address of the importer, including the postcode. Where a country does not use a postcode or equivalent code, (for example, US zip code), enter ‘NA’ in this section of the data element.

If the importer’s identification reference number (EORI) quoted in DE 3/16 is recognised by CDS then DE 3/15 should not be completed.

Notes

The importer can only be declared once at the header level.

The full name and address is to be entered in DE 3/15 if the importer does not have an EORI number.

When goods are being entered for a private customs warehouse, the identity of the approved warehouse keeper is required as the importer.

When goods are declared for removal from free zones, other than for export, enter the identity of the person removing the goods from the free zone or placing them in free circulation.

Where the goods are sold in warehouse as a retail sale, the buyer of the goods under the retail sale should be declared as the Buyer (DE 3/26 or 3/27). The depositor of the goods should be declared as the importer (DE 3/15 or 3/16).

For bulked low value declarations using Additional Procedure Code 1LV in DE 1/11 - see the detailed conditions in Appendix 2B: DE 1/11: Additional Procedure Codes: National Codes, enter the EORI number of the LVBI authorisation holder in DE 3/16 (Importer Identification Number).

For commercial importations an EORI number must be used unless a specific legal exemption applies (Article 5 EU Reg No. 2015/2446). This applies to all commercial imports including ‘one off’ consignments. For non EU traders who do not require an EORI number, under Article 5 EU Reg No. 2015/2446, enter:

  • ‘00500’ in DE 2/2 Additional Information
  • ‘00500’ in the Name section of DE 3/15 (Importer’s Name and Address) prefaced by the non-EU country code of the importer followed by their name
  • enter their address as normal in the remaining sections of DE 3/15

Import VAT

An import VAT certificate C79 will only be issued when a recognised VAT registered importer’s EORI number is declared at the header level in DE 3/16 Importer Identification number. In the absence of an import VAT certificate, a copy of the declaration will need to be kept as evidence of the importation.

DE 3/16 Importer Identification Number (Box 8: Importer/Consignee):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an..17 1x NA

All declaration categories

Box 8 (Consignee/Importer) is now covered under six different data elements under CDS.

Enter the identification number (EORI) of the importer in DE 3/16. The importer is the party who makes, or on whose behalf, an import declaration is made.

Where a valid EORI number quoted in DE 3/16, the importer’s name and address should not be completed in DE 3/15.

In cases where the customs value is calculated in accordance with Article 74 of EU Reg. No. 952/2013, this information shall be provided, if available.

Notes

The importer can only be declared once at the header level. The full name and address is to be entered in DE 3/15 if the importer does not have an EORI number. When goods are being entered for a private customs warehouse, the EORI number of the warehouse authorisation holder declared against code CWP in DE 3/39 must be the same as the importer’s EORI number declared in DE 3/16.

When goods are declared for removal from free zones, other than for export, enter the identity of the person removing the goods from the free zone or placing them in free circulation.

Where the goods are sold in warehouse as a retail sale, the buyer of the goods under the retail sale should be declared as the Buyer (DE 3/26 or 3/27). The depositor of the goods should be declared as the importer (DE 3/15 or 3/16).

For bulked low value declarations using Additional Procedure Code 1LV in DE 1/11- see the detailed conditions in Appendix 2B: DE 1/11: Additional Procedure Codes: National Codes, enter the EORI number of the LVBI authorisation holder in DE 3/16 (Importer Identification Number).

For commercial importations an EORI number must be used unless a specific legal exemption applies (Article 5 EU Reg No. 2015/2446). This applies to all commercial imports including ‘one off’ consignments. For non EU traders who do not require an EORI number, under Article 5 EU Reg No. 2015/2446, enter:

  • ‘00500’ in DE 2/2 Additional Information
  • ‘00500’ in the Name section of DE 3/15 (Importer’s name and address) prefaced by the non-EU country code of the importer followed by their name
  • enter their address as normal in the remaining sections of DE 3/15

Import VAT

An import VAT certificate C79 will only be issued when a recognised VAT registered importer’s EORI number is declared at the header level in DE 3/16 Importer Identification number. In the absence of an import VAT certificate, a copy of the declaration will need to be kept as evidence of the importation.

DE 3/17 Declarant name and address (Box 14: Declarant/Representative):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 Name: an..70 +
Street and number: an..70 +
Country: a2 +
   
Postcode: an..9 +
City: an..35
1x NA  

All declaration categories

Box 14 (Declarant/Representative) is now covered under five different data elements under CDS.

DE 3/17 is used to declare the Declarant’s name and address and postcode. This DE should only be completed where a recognised EORI number is not held and declared in DE 3/18.

If the Declarant’s identification reference number (EORI) quoted in DE 3/18 is recognised by CDS, then DE 3/17 need not be completed apart from the scenarios detailed below.

Name and address

Enter the full name and address of the Declarant, including the postcode. Where a country does not use a postcode or equivalent code, (for example, US zip code), enter ‘NA’ in this section of the data element.

Notes

This data element may only be declared once at header level.

Enter the appropriate code - see below in DE 2/2 (Additional information), if, for example - Declarant and Importer are the same, code 00500 is to be used.

On paper declarations: Enter the full name and address of the person or company concerned, and the telephone number of the signatory.

Simplified procedures indirect representatives

Where a sub-agent is completing a:

  • simplified declaration (Additional Declaration Types C or F in DE 1/2)
  • supplementary declarations (Additional Declarations Types Y or Z in DE 1/2)

on behalf of a SDP or EIDR trader who is authorised to declare goods in this manner as an indirect representative, then:

  • the identity of the authorised trader for SDP or EIDR (the Indirect Representative) must be entered in DE 3/20 (Representative’s Identification Number)
  • the sub-agent’s identity must be entered in DE 3/17or 3/18 (Declarant’s Identity)

DE 3/18 Declarant Identification Number (Box 14: Declarant/Representative):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an..17 1x NA

All declaration categories

Box 14 (Declarant/Representative) is now covered under five different data elements under CDS.

Enter the identification number (EORI) of the Declarant in DE 3/18.

Where a valid EORI number is provided in DE 3/18, the Declarant’s name and address does not need to be completed in DE 3/17.

Notes

This data element may only be declared once at header level.

Simplified procedures indirect representatives

Where a sub-agent is completing a:

  • simplified declaration (Additional Declaration Types C or F in DE 1/2)
  • supplementary declarations (Additional Declarations Types Y or Z in DE 1/2)

on behalf of a SDP or EIDR trader who is authorised to declare goods in this manner as an indirect representative, then:

  • the identity of the authorised trader for SDP or EIDR (the Indirect Representative) must be entered in DE 3/20 (Representative’s Identification Number)
  • the sub-agent’s identity must be entered in DE 3/17or 3/18 (Declarant’s Identity)

DE. 3/19 Representative Name and address (Box 14: Declarant/Representative and Box 50: Principal’s Representative):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 Name: an..70 +
Street and number: an..70 +
Country: a2 +
Postcode: an..9 +
City: an..35 +
1x NA

All declaration categories

Box 14 (Declarant/Representative) is now covered under five different data elements under CDS.

DE 3/19 is used to declare the Representative’s name and address and postcode. This DE should only be completed where a recognised EORI number is not held and declared in DE 3/20.

If the Representatives identification reference number (EORI) quoted in DE 3/20 is recognised by CDS, then DE 3/19 should not be completed.

This data element must be completed with the details of the representative who will be responsible for the customs formalities where this differs from the Declarant details declared in DE 3/17 or DE 3/18, or both. For example, where the Representative contracts with a sub-agent to submit the customs declaration. The sub-agent’s details are to be entered in the Declarant’s data elements, the Representative (who holds the contract with the importer to complete the customs formalities) will be entered in the Representative’s data elements.

Name and address

Enter the full name and address of the Representative, including the postcode. Where a country does not use a postcode or equivalent code, (for example, US zip code), enter ‘NA’ in this section of the data element.

Notes

This data element may only be declared once at header level. On paper declarations: Enter the full name and address of the person or company concerned, and the telephone number of the signatory.

Direct representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub- agent, and the sub-agent submits the declaration on behalf of the first agent but using the sub-agent’s user identity as the authentication credential; the sub-agent must hold (and be able to produce on request to customs) written authority to act and the instructions provided for the completion of the declaration’s particulars. Failure to produce written authority will result in liability resting with the sub-agent. The sub-agent must be declared in DE 3/17 or 3/18 (Declarant’s identity). The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the Representative on the declaration and appear in DE 3/19 or 3/20 (Representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party. The Representative retains responsibility for ensuring the declaration is made in accordance with the instructions provided by the importer.

Indirect representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub- agent, in an ‘indirect’ capacity on behalf of the first agent (but using the sub-agent’s user identity as the authentication credential), then the sub-agent must be declared in DE 3/17 or 3/18 (declarant’s identity).

The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the Representative on the declaration and appear in DE 3/19 or 3/20 (representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party.

The Representative retains joint and several liability with the importer for the customs debt.

Simplified Procedures Indirect Representatives

Where a sub-agent is completing a:

  • simplified declaration (Additional Declaration Types C or F in DE 1/2)
  • supplementary declarations (Additional Declarations Types Y or Z in DE 1/2)

on behalf of a SDP or EIDR trader who is authorised to declare goods in this manner as an indirect representative, then:

  • the identity of the authorised trader for SDP or EIDR (the Indirect Representative) must be entered in DE 3/20 (Representative’s Identification Number)
  • the sub-agent’s identity must be entered in DE 3/17or 3/18 (Declarant’s Identity)

DE 3/20 Representative identification number (Box 14: Declarant/Representative and Box 50: Principal’s Representative):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an..17 1x NA

All declaration categories

Enter the identification number (EORI) of the representative (as defined in Article 18 of the Union Customs Code, EU Reg. No. 952/2013) in DE 3/20.

Where a valid EORI number is provided in DE 3/20, the representative’s name and address does not need to be completed in DE 3/19.

This data element must be completed with the details of the representative who will be responsible for the customs formalities where this differs from the Declarant details declared in DE 3/17 or DE 3/18, or both.

For example, where the representative contracts with a sub-agent to submit the customs declaration. The sub-agent’s details are to be entered in the Declarant’s data elements, the representative (who holds the contract with the importer to complete the customs formalities) will be entered in the representative’s data elements.

Notes

This data element may only be declared once at header level.

Direct representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub- agent, and the sub-agent submits the declaration on behalf of the first agent but using the sub-agent’s user identity as the authentication credential; the sub-agent must hold (and be able to produce on request to customs) written authority to act and the instructions provided for the completion of the declaration’s particulars. Failure to produce written authority will result in liability resting with the sub-agent. The sub-agent must be declared in DE 3/17 or 3/18 (Declarant’s identity).

The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the representative on the declaration and appear in DE 3/19 or 3/20 (Representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party. The representative retains responsibility for ensuring the declaration is made in accordance with the instructions provided by the importer.

Indirect representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub- agent, in an ‘indirect’ capacity on behalf of the first agent (but using the sub-agent’s user identity as the authentication credential), then the sub-agent must be declared in DE 3/17 or 3/18 (declarant’s identity).

The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the representative on the declaration and appear in DE 3/19 or 3/20 (representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party.

The representative retains joint and several liability with the importer for the customs debt.

Simplified procedures indirect representatives

Where a sub-agent is completing a:

  • simplified declaration (Additional Declaration Types C or F in DE 1/2)
  • supplementary declarations (Additional Declarations Types Y or Z in DE 1/2)

on behalf of a SDP or EIDR trader who is authorised to declare goods in this manner as an indirect representative, then:

  • the identity of the authorised trader for SDP or EIDR (the Indirect Representative) must be entered in DE 3/20 (Representative’s Identification Number)
  • the sub-agent’s identity must be entered in DE 3/17or 3/18 (Declarant’s Identity)

DE 3/21 Representative Status Code (Box 14: Declarant/Representative)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 n1 1x NA

All declaration categories

Enter the relevant code showing the status of the representative. This data element must be completed, other than in the case of self-representation. Enter one of the following codes:

Code Representation
2 Direct representation
3 Indirect representation

Notes

Any person may appoint a representative (agent) to perform the acts and formalities laid down by customs rules.

Use of representatives or agents to submit the declaration on the importer’s/legal declarant’s behalf

Article 5(15) of Council Regulation No. 952/2013 (Union Customs Code (UCC)) defines the legal declarant as the person lodging a customs declaration in his or her own name or the person in whose name such a declaration is lodged. Where the legal declarant (for example importer) is completing the declaration themselves under ‘self-representation’, they shall be liable for the content of all declarations so completed and submitted.

Article 18 of EU Reg. No. 952/2013 (UCC) permits customs representatives to be appointed to act on another person’s behalf. This representation may be:

  • direct - the representative acts in the name and of behalf of the other person. The liability rests with the original party (usually the importer). This is dependent on the representative holding appropriate evidence of their empowerment to act on behalf of the original party and can demonstrate that the original party’s instructions have been followed.
  • indirect - the representative acts in their own name but on behalf of another person. The liability is held jointly and severally between both parties

Article 5(6) of Council Reg. (EU Reg. No. 952/2013 (UCC)) defines a representative as any person appointed by another person to carry out the acts and formalities required under the customs legislation in his or her dealings with customs authorities. A customs representative shall be established within the customs territory of the Union, except where the customs representative acts upon behalf of persons who are not required to be established within the customs territory of the Union.

Direct representation

Where the representative or agent is acting as a ‘direct’ representative, in the name of and on behalf of another person and is transmitting the declaration under the representative’s/agent’s own user identity, the representative/agent must hold (and be able to produce on request to customs) written authority of their powers to act. Failure to do so will result in liability resting with the representative.

In this example, the representative’s details would be declared in DE 3/17 or 3/18 (declarant’s identity). The Representative status declared in DE 3/21 would show Direct, code ‘2’.

Direct representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub- agent, and the sub-agent submits the declaration on behalf of the first agent but using the sub-agent’s user identity as the authentication credential; the sub-agent must hold (and be able to produce on request to customs) written authority to act and the instructions provided for the completion of the declaration’s particulars. Failure to produce written authority will result in liability resting with the sub-agent. The sub-agent must be declared in DE 3/17 or 3/18 (Declarant’s identity).

The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the Representative on the declaration and appear in DE 3/19 or 3/20 (Representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party. The Representative retains responsibility for ensuring the declaration is made in accordance with the instructions provided by the importer.

Indirect representation

Where the representative or agent is acting as an ‘indirect’ representative in his/her own name, but on behalf of another person, both parties accept joint liability for all data transmitted under the user identity. A representative or agent failing to state the level of representation on the electronic declaration will be deemed to be acting in his/her own name and on his/her own behalf.

In this example, the representative’s details would be declared in DE 3/17 or 3/18 (declarant’s identity). The Representative status declared in DE 3/21 would show Indirect, code ‘3’.

Indirect representation and sub-agents

Where a representative/agent delegates the making of a declaration to a sub- agent, in an ‘indirect’ capacity on behalf of the first agent (but using the sub-agent’s user identity as the authentication credential), then the sub-agent must be declared in DE 3/17 or 3/18 (declarant’s identity).

The representative, originally contracted to complete the customs declaration and formalities on behalf of the importer must be declared as the Representative on the declaration and appear in DE 3/19 or 3/20 (representative’s identity). The representative status declared in DE 3/21 indicates the relationship between the representative and the importer, not the sub-agent and any other party.

The representative retains joint and several liability with the importer for the customs debt.

DE 3/24 Seller name and address (Box 2: Consignor/Exporter):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1 Name: an..70 +
Street and number: an..70 +
Country a2+
Postcode: an..9 +
City: an..35 +
Phone number: an..50
1x 1x

For H1 declarations only

This data element is only completed where the Seller is different from the exporter’s details declared in DE 3/1 or 3/2, or both.

Where the Seller is a different party to the Exporter provided in DE 3/1 or 3/2 (Exporter’s Identity), or both, enter the full name and address of the Seller of the goods, where their EORI number is not available to the importer/representative.

Where the EORI number of the Seller of the goods is not available, enter the Seller’s full name and address. A contact phone number may be provided.

Name and address

Enter the full name and address of the Seller, including the postcode. Where a country does not use a postcode or equivalent code, (for example, US zip code), enter ‘NA’ in this section of the data element.

Notes

The Seller is the last known entity who sold the good or agreed to the sale to the buyer. If the goods are to be imported other than in pursuit of a purchase, the details of the owner of the goods within the third country shall be provided. Where the customs value is calculated in accordance with Article 74 of the Code, this information shall be provided, if available. If there is only one Seller, then the Seller details are to be supplied at header level. If there is more than one Seller, then:

  • code 00200 must be entered in each of the Name, Street, City and Postcode fields. at header level in DE 3/24
  • additional Information Code 00200 is to be completed in DE 2/2 as per the instructions in Appendix 4: DE 2/2: Additional Information Statement Codes
  • the individual Seller’s details must be supplied at item level (one Seller per item)

DE 3/25 Seller Identification Number (Box 2: Consignor/Exporter):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1 an..17 1x 1x

Declaration categories H1

This data element is only completed where the Seller is different from the exporter’s details declared in DE 3/1 or 3/2, or both.

Where the Seller is a different party to the Exporter provided in DE 3/1 or 3/2 (Exporter’s Identity), or both, enter the EORI number of the Seller of the goods, where this number is available. Where a valid EORI number quoted in DE 3/25 is recognised by CDS then DE 3/24 should not be completed.

Notes

The Seller is the last known entity who sold the goods or agreed for them to be sold to the buyer. If the goods are to be imported other than in pursuit of a purchase, the details of the owner of the goods within the third country shall be provided.

Where the customs value is calculated in accordance with Article 74 of the Code, this information shall be provided, if available.

If there is only one Seller, then the Seller details are to be supplied at header level. If there is more than one Seller, then:

  • code 00200 must be entered in each of the Name, Street, City and Postcode fields. at header level in DE 3/24
  • additional Information Code 00200 is to be completed in DE 2/2 as per the instructions in Appendix 4: DE 2/2: Additional Information Statement Codes
  • the individual seller’s details must be supplied at item level (one Seller per item)

DE 3/26 Buyer name and address (Box 8: Importer/Consignee)

Declaration Categories Field format No. of occurrences at header level No. of occurrences at item level
H1 Name: an..70 +
Street and number: an..70 +
Country: a2 +
Postcode: an..9 +
City an..35 +
Phone number: an..50
1x 1x

For H1 declarations only

Box 8 (Consignee/Importer) is now covered under six different data elements under CDS. This data element is only completed where the Buyer is different from the Importer details declared in DE 3/15 or 3/16, or both.

Enter the Buyer’s name and address, and their identity details, if known.

DE 3/26 is used to declare the Buyer’s name, address and postcode. This data element should only be completed where a recognised EORI number is not held and declared in DE 3/27.

If the Buyer’s identification reference number (EORI) quoted in DE 3/27 is recognised by CDS then DE 3/26 should not be completed.

Name and address

Enter the full name and address of the Buyer, including the postcode. Where a country does not use a postcode or equivalent code, (for example, US zip code), enter ‘NA’ in this section of the data element.

Notes

‘Buyer’ is the last known entity the goods are sold or agreed to be sold to. If the goods are to be imported other than in pursuance of a purchase, the details of the owner of the goods within the Territory of the EU shall be provided.

Where the goods are sold in warehouse as a retail sale, the buyer of the goods under the retail sale should be declared in this data element. The depositor of the goods should be declared as the importer (DE 3/15 or 3/16). In cases where the customs value is calculated in accordance with Article 74 of the Code, this information shall be provided, if available.

This item can be declared once at header or item level.

The full name and address is to be entered in DE 3/26 if either the Buyer does not have an EORI.

DE 3/27 Buyer Identification Number (Box 8: Importer/Consignee):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1 an..17 1x 1x

For H1 declarations only

This data element is only completed where the Buyer is different from the Importer declared in DE 3/15 or 3/16. Enter the identification number of the Buyer in DE 3/27.

Where a valid EORI number quoted in DE 3/27, the Buyer’s name and address should not be completed in DE

Notes

‘Buyer’ is the last known entity the goods are sold or agreed to be sold to. If the goods are to be imported other than in pursuance of a purchase, the details of the owner of the goods within the Territory of the EU shall be provided.

Where the goods are sold in warehouse as a retail sale, the buyer of the goods under the retail sale should be declared in this data element. The depositor of the goods should be declared as the importer (DE 3/15 or 3/16). In cases where the customs value is calculated in accordance with Article 74 of the Code, this information shall be provided, if available.

This item can be declared once at header or item level.

The full name and address is to be entered in DE 3/26 if the Buyer does not have an EORI.

DE 3/37 Additional Supply Chain Actor(s) Identification Number (No Previous Reference):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 Role code: a..3 +
Identifier: an..17
99x 99x

All declaration categories

This data element is optional.

If used, enter the unique identification number assigned to an economic operator of a third country in the framework of a trade partnership programme developed in accordance with the World Customs Organization Framework of Standards to Secure and Facilitate Global Trade which is recognised by the European Union.

This data element comprises of two components

First component: Role Code (a..3)

Enter the role code specifying their role in the supply chain.
The following parties can be declared:

Role code Party Description
CS Consolidator Freight forwarder combining individual smaller consignments into a single larger consignment (in a consolidation process) that is sent to a counterpart who mirrors the consolidator’s activity by dividing the consolidated consignment into its original components
MF Manufacturer Party which manufactures goods
FW Freight Forwarder Party undertaking forwarding of goods
WH Warehouse Keeper Party taking responsibility for goods entered into a warehouse

Second component: Identification number of the party (an..17)

This should be an EORI number issued by a Member state, or a third country unique identifier recognised by the EU.

Notes

Up to 99 separate instances may be declared in DE 3/37 at header level and item level.

DE 3/39 Holder of the Authorisation Identification Number (No Previous Reference):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 Authorisation type code: an..4 +
Identifier: an..17
99x NA

All declaration categories

This data element is only mandatory where an authorisation is required to declare the goods. This data element should be used to declare the EORI number against the appropriate Authorisation Type Code for each type of authorisation required in order to declare the goods to the customs procedure concerned.

The corresponding authorisation decision number must be declared in DE 2/3 against the appropriate document code. Appendix 6: DE 3/39: Authorisation Type Codes contains the list of codes to be declared for this data element (for example, SDE to be declared when Simplified Declaration Procedure is being used).

The Procedure Code and Additional Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes give guidance on the Authorisation Type Codes expected to be used in specific circumstances for the procedure concerned. They are not a definitive guide however and should be read along with the full list provided in Appendix 6: DE 3/39: Authorisation Type Codes.

This data element comprises 2 elements

First component: Authorisation type code (an..4)

Enter the type of the authorisation using the relevant code from Appendix 6: DE 3/39: Authorisation Type Codes.

Second component: Identifier (an..17)

Enter the EORI number of the authorised party.

Notes

Up to 99 separate instances may be declared in DE 3/39 at header level.

The authorisation holders details do not need to be declared where an Authorisation by Customs Declaration for Special Procedures is used.

DE 3/40 Additional fiscal references identification number (No Previous Reference):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1 and I1 Role code: an3 +
VAT identification number: an..17
99x 99x

Declaration category I1

The Procedure Code completion notes - see Appendix 1: DE 1/10: Requested and Previous Procedure Codes) must be read along with this data element’s guidance to ensure the correct data set is used for the simplified declaration where Procedure Code 42 is being declared in DE 1/10.

All declaration categories

This data element must be completed when Onward Supply Relief (OSR) is claimed. This data element is only required when Requested Procedure Code 42 is used in DE 1/10 (Procedure Code). This data element consists of 2 components

First component: Role code (an3)

The following parties can be declared:

Role code Party Description
FR1 Importer Enter the VAT identification number issued in the member state of importation for the importer designated or recognised under Article 201(1) of the VAT Directive as liable for payment of VAT.
FR1 should be used for an importer that is established and VAT registered in the UK, it cannot be used by a non-VAT registered person.
FR2 Customer Enter the VAT identification number of the customer who is liable for the VAT on the intra-community acquisition of goods in accordance with Article 200(1) of the VAT Directive.
FR2 should be used for the customer in the member state where the goods are going to, it cannot be used by a non-VAT registered person.
FR3 Tax Representative Enter the VAT identification number issued in the member state of importation for the tax representative.
FR3 should be used for a UK VAT registered/established agent appointed to act as an importer by a trader who is not established, and VAT registered in the UK. The appointed agent/importer will be treated as importing and supplying the goods as the principal - see section 2.7 and 2.8 of VAT Notice 702: imports for the UK agent tax responsibilities, it cannot be used by a non VAT registered person.
FR4 Holder of the deferred payment authorisation The taxable person or the person liable for payment or another person that has received deferment of payment in accordance with Article 211 of Directive 2006/112/EC.

Second component: VAT identification number (an..17)

The value added tax identification number is structured as follows:

Field Content Format
1 Country Code Identifier of the member state of issue using the code from Appendix 13: Country Codes a2
2 Individual number attributed by member states for the identification of taxable persons referred to in Article 214 of Directive 2006/112/EC (for example, the individual’s VAT number). an..15

Up to 99 separate instances may be declared in DE 3/40 at header level and at item level. Where a single goods item is destined for onward supply to more than 1 receiving taxable person, each receiving taxable person’s VAT Registration Number must be declared separately in DE 3/40 against code FR2. A full audit trail must be held by the dispatching taxable person to identify the quantities shipped to each onward supply entity. Failure to provide these details on request may result in a demand for the relieved import VAT being issued.

Notes

When the import is followed by an intra-Community supply of the goods to another member state, no VAT is paid upon importation and VAT will be due in the member state of final destination. In order to use this procedure, the declarant has to provide information about the importer and the customer in the other member state in the import declaration.

For the declaration of the importer, the code FR1 followed by the VAT number of the importer has to be used. Where the importer is represented by a tax representative in the member state where the customs declaration is lodged, the code FR3 followed by the VAT number of the tax representative is used. The declaration of the importer and the tax representative are exclusive. This means that the tax representative has only to be declared where the importer is actually represented and in this case the importer cannot be declared.

For the declaration of the customer in the member state of destination, the code FR2 followed by the VAT number of the customer in the member state of destination has to be used.

In situations of triangular supply where the goods are sold to an intermediate customer who is not the consignee of the goods at the final destination, it’s the VAT Number of the customer of the importer which must be provided in the import declaration with code FR2 at the time of importation, and not the VAT Number of the final consignee in the member state where the transport ends.

DE 3/41 Person presenting the goods to customs in case of entry in the Declarant’s records (EIDR) or Pre-lodged customs declaration identification number (No previous reference):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21 an..17 1x NA

All declaration categories

This data element is only required on a C21 where it’s being used to release goods declared under the Entry in Declarant’s records (EIDR) simplified procedure from the border.

This information takes the form of the EORI number of the person presenting the goods to customs in cases where the declaration is made by EIDR.

Group 4: Valuation Information and taxes

DE 4/1 Delivery terms (Box 20: Delivery Terms):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4, H5 and I1 Coded version INCOTERM code: a3 +
UN/LOCODE: an..17
or
Free text description INCOTERM code: a3 +
Country code: a2 +
Location name: an..35
1x NA

Declaration category H4

Delivery terms must be completed for importations to Inward Processing when the declarant opts to use the Article 86 (3) customs debt rules as laid down in EU Reg. No. 952/2013. In such cases Additional Procedure Code F44 should be declared in DE 1/11 and GEN86 completed in DE 2/2 (Additional Information). Refer to Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for more details.

Declaration Category I1

This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration.

All declaration categories

Delivery terms code must be provided for declarations using valuation method 1 (transaction value of imported goods).

Using the relevant Union codes and headings, specify the terms of the commercial contract. The code to be declared shall be made up of two components:

  • first Component: INCOTERM code
  • second Component: Location up to which the INCOTERMs apply

Details of the delivery terms which may be used, and their completion instructions may be found in Appendix 7: DE 4/1: Delivery Terms.

First component: INCOTERM (a3)

Enter the INCOTERM using the appropriate code from the table below.

Second component: Location name (an..17 coded version or an..37 free text version)

Enter the location up to which the INCOTERMs apply, in the following format: UN/LOCODE an..17

The UN/LOCODE must be used where an appropriate code exists.

A list of GB UN/LOCODES may be found in Appendix 16I: DE 5/23: Goods Location Codes. When completed in this segment these codes should be prefaced with the country code of GB. Non-GB UN/LOCODES may be found here.

  • only where no UN/LOCODE is available for the location a plain language description for the location may be entered
  • in these instances, enter the location details in the following format: The appropriate country code (a2) followed by plain text location (an..35). A list of the country codes which may be used can be found in Appendix 13: Country Codes

For example Using UN/LOCODE:

  • CIFGBTIL (Cost Insurance and Freight paid to Tilbury)
  • FOBHKKWN (Free on Board at docks in Hong Kong)

Using plain language description: CIFGBCanewdon

Notes

The delivery terms are part of the contractual agreements between seller and buyer. In principle the parties are free to agree whatever they might consider as necessary in order to pursue their commercial interests.

The terms of delivery have to be declared in a customs declaration for release for free circulation in order to allow for the correct determination of the customs value of the imported goods which further on is the basis for the determination of statistical value, for calculation of VAT.

In international trade, parties usually base their contractual agreements on the INCOTERMS which are international sales terms, published by the International Chamber of Commerce (ICC). The INCOTERMs which may be used are listed in Appendix 7: DE 4/1: Delivery Terms.

The ‘INCOTERMS 2000’ codes ‘DAF’, ‘DDU’, ‘DES’, ‘DEQ’ have been kept in the code list for DE 4/1 in Annex B to EU Reg. No. 2015/2447 to facilitate any existing contracts these apply to.

Where the delivery terms agreed between the parties are not covered by one of the 15 codes, the code ‘XXX’ shall be used. When using code ‘XXX’, the data element is to be completed as follows:

  • first component: ‘XXX’
  • second component: Country Code (a2) to which the delivery terms apply (for example, freight paid to France) followed by a narrative description of the delivery terms given in the contract.

A list of the country codes which may be used can be found in Appendix 13: Country Codes. When using Simplified Procedure Value (SPV) or Standard Import Value (SIV) (DE 1/11 code E01 or E02), DE 4/1 must be left blank.

DE 4/3 Tax Type (Box 47a: Type):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4, H5 and I1 Union codes: a1 + n2
or
National codes: n1 + an2
NA 99x

Declaration Category I1

This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration.

All declaration categories

Enter the appropriate tax type using the codes from Appendix 8: DE 4/3: Tax Types for each tax to be paid or secured.

Notes

The Tax Type codes identify the kinds of duty or tax (Customs Duty, VAT, Excise) being declared. Any manual calculations made along with these taxes to be paid or secured must be declared in DE 4/4 (Tax Base), 4/6 (Payable Tax Amount) and 4/7 (Total Taxes). AI statement OVR01 must be completed in DE 2/2 to specify the reason for the manual calculation and supporting evidence for the calculations are to be provided as required. AI code OVR01 may only be used where specified by the Procedure code, commodity code or other AI statements.

DE 4/4 Tax base (Box 47b: Tax Base):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4 and H5 Measurement unit and qualifier, if applicable: an..4 +
Quantity: n..16,6
NA 99x

Declaration category C21

Enter the measurement unit of ‘GBP’ followed by the value on which the tax calculation is based against each tax type entered in DE 4/3.

All other declaration categories

This data element should be completed when

Specified by the Procedure Code or Additional Procedure Code completion notes:

See Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes for specific details.

DE 4/4 should be completed using the measurement unit code of ‘GBP’ followed by the value specified in the Procedure Codes completion rules - see Appendix 1: DE 1/10: Requested and Previous Procedure Codes for details).

Where this data element is required by the Procedure Code, AI statement code ‘OVR01’ should also be entered in DE 2/2 (Additional Information) unless otherwise specified in the Procedure Codes completion rules - completion of this data element may also require the completion of code ‘9WKS’ in DE 2/3 (Document codes) to provide evidence to support the manual duty calculation - this will be specified in the Procedure Code completion rules when required.

Where OVR01 AI statement is entered in DE 2/2

The requirement to complete a manual tax calculation will be specified by the commodity code, procedure code or other AI statement. AI statement code OVR01 may only be used where a manual duty calculation is specifically required. See Appendix 4: DE 2/2: Additional Information Statement Codes for further details.

Where a measurement unit and qualifier are required

This data element should be completed where a measurement unit and qualifier (as applicable) are required to support the calculation of the tax amounts, for example a third quantity is required such as alcoholic strength by volume.

Where a commodity code needs a measurement unit and qualifier (where applicable), this will be specified against the commodity code details in Volume 2 of the UK Trade Tariff for details.

Where the specific commodity code needs a measurement unit or qualifier to be declared, or both, enter the appropriate code for the commodity’s measurement unit type using the list provided in Appendix 20: DE 8/7 and 4/4: Measurement Unit Codes.

For example, if the commodity needs a quantity in litres, enter the measurement unit code of LTR followed by the quantity declared in litres.

Notes

For paper declarations: prefix any quantity with ‘Q’.

Any decimal places declared for the quantity (up to a maximum of 6 places) must be deducted from the total number of characters used in the data element. For example, if 3 decimal places are used, then only 13 whole numbers may be used in front of the decimal place.

If no quantity or measurement unit/qualifier is required, this data element should be omitted unless otherwise specified by the Procedure Code or AI statement.

When using Simplified Procedure Value (SPV) or Standard Import Value (SIV) (DE 1/11 code E01 or E02), DE 4/4 must be left blank.

DE 4/5 Tax rate (Box 47c: Tax rate identifier and override code):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4 and H5 n..17,3 NA 99x

This data element should only be completed on a C21.

Declaration category C21 only

The tax rate information should be completed using the rates shown against the specific commodity, as specified in Volume 2 of the UK trade Tariff.

All other declarationcCategories

The CDS system will populate this data element based upon the data declared elsewhere in the declaration. National rates, reduced rates or exemptions, or both, are declared using the National Additional Codes - see DE 6/17 for details.

Where a manual duty calculation is completed using AI statement code OVR01 this information is not required. Customs will verify the correct rates of tax have been applied using the supporting revenue calculation information provided by the Holder of the Procedure.

Notes

Any decimal places declared (up to a maximum of 3 places) must be deducted from the total number of characters used in the data element. For example, if 3 decimal places are used, then only 14 whole numbers may be used in front of the decimal place.

DE 4/6 Payable tax amount (Box 47d: Amount):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4 and H5 n..16,2 NA 99x

Declaration category C21

Enter the measurement unit of ‘GBP’ followed by the value on which the tax calculation is based against each tax type entered in DE 4/3.

All other declaration categories

When a manual tax calculation is required, DE 4/6 should be completed showing the amount of revenue to be paid or secured for each tax type. This must be declared in Sterling GBP. The currency must be declared as well as the amount of Tax due.

Specified by the Procedure Code or Additional Procedure Code completion notes

See Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes for specific details.

Completion of this data element may also require the completion of code ‘9WKS’ in DE 2/3 (Document codes) to provide evidence to support the manual duty calculation. This will be specified in the Procedure Code completion rules when required - see Appendix 1: DE 1/10: Requested and Previous Procedure Codes for details.

Where this data element is required by the Procedure Code, AI statement code ‘OVR01’ should also be entered in DE 2/2 (Additional Information) unless otherwise specified in the Procedure Codes completion rules.

Where OVR01 AI statement is entered in DE 2/2

The requirement to complete a manual tax calculation will be specified by the commodity code, procedure code or other AI statement. AI statement code OVR01 may only be used where a manual duty calculation is specifically required. See Appendix 4: DE 2/2: Additional Information Statement Codes for further details.

Notes

Any currencies declared to CDS must be attached to a specific data element amount. The currency should therefore be declared with the appropriate data element amount. For example:

  • ‘GBP’ followed by the total amount invoiced in DE 4/11
  • ‘GBP’ followed by item price/amount in DE 4/4
  • ‘GBP’ followed by additional freight charges in DE 4/9

Any decimal places declared (up to a maximum of 2 places) must be deducted from the total number of characters used in the data element. For example, if 2 decimal places are used, then only 14 whole numbers may be used in front of the decimal place.

DE 4/7 Total taxes (Box 47: Derived):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4 and H5 n..16,2 NA 99x

Declaration category C21

Enter the total amount of revenue due for the goods item. This should equal the amount manually calculated for each tax type.

All other declaration categories

When a manual tax calculation is required, DE 4/7 should be completed showing the total amount of revenue to be paid or secured for the goods item.

Specified by the Procedure Code or Additional Procedure Code completion notes:

See Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2: DE 1/11: Additional Procedure Codes for specific details.

Completion of this data element may also require the completion of code ‘9WKS’ in DE 2/3 (Document codes) to provide evidence to support the manual duty calculation. This will be specified in the Procedure Code completion rules when required - see Appendix 1: DE 1/10: Requested and Previous Procedure Codes for details.

Where this data element is required by the Procedure Code, AI statement code ‘OVR01’ should also be entered in DE 2/2 (Additional Information) unless otherwise specified in the Procedure Codes completion rules.

Where OVR01 AI statement is entered in DE 2/2

The requirement to complete a manual tax calculation will be specified by the commodity code, procedure code or other AI statement. AI statement code OVR01 may only be used where a manual duty calculation is specifically required. See Appendix 4: DE 2/2: Additional Information Statement Codes for further details.

In all other cases this data element must be left blank. The CDS system will calculate the total taxes due for each item.

Notes

Any currencies declared to CDS must be attached to a specific data element amount. The currency should therefore be declared with the appropriate data element amount. For example:

  • ‘GBP’ followed by the total amount invoiced in DE 4/11
  • ‘GBP’ followed by item price/amount in DE 4/4
  • ‘GBP’ followed by additional freight charges in DE 4/9

Any decimal places declared (up to a maximum of 2 places) must be deducted from the total number of characters used in the data element. For example, if 2 decimal places are used, then only 14 whole numbers may be used in front of the decimal place.

DE 4/8 Method of payment (Box 47e: Method of payment)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4, H5 and I1 a1 NA 99x

Declaration category I1

This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration.

For additional declaration types, C, F, Y or Z

When Simplified Declaration Procedure or Entry in Declarant’s records (EIDR) is being used, only Method of Payment (MOP) codes E or R may be used.

All declaration categories

The list of allowable Methods of Payments (MOP) and the codes to be declared for each may be found in Appendix 9: DE 4/8: Method of Payment Codes.

Security and outright payment required for a single tax type

A single MOP code is to be declared for each tax type declared in DE 4/3. Where a MOP code is entered to secure (or pay) a particular tax type, the equivalent payment method will be used to collect any outright payment (or security) due. For example, MOP code R (deferment account deposit) declared to secure the potential customs duty, the system will automatically collect any outright customs duty due from the same deferment account.

Quotas

Where security may be required in the event of a quota being critical, an appropriate MOP code must be declared in DE 4/8 to ensure the duty can be taken on deposit. Note that as per the section above, only a single method of payment can be used against a single tax type.

Deferment

Where a deferred method of payment (code E or R) is used - enter the deferment account numbers (DANs) in DE 2/6. Where deferred payment is being used to pay or secure Customs duty:

  • document Codes C505 and C506 must also be declared in DE 2/3
  • authorisation Type Codes CGU and DPO declared in DE 3/39

DE 2/3 and 3/39 do not need to be completed when deferment is only being used for other taxes.

Cash accounts

When MOP codes N or P are being declared in DE 4/8, then:

  • in DE 8/2 (Guarantee Type): Enter Code ‘Y’ where Cash Accounts are being used to pay/secure the duties and other charges concerned
  • in DE 8/3 (Guarantee Reference): Enter the EORI number of the holder of the Cash Account being used to pay/secure any duties and charges

Authorisation by customs declaration

The Method of Payment (MOP) types shown in the following table are the only MOP codes that can be used when security is required for an Authorisation by Customs Declaration to secure the potential duty due at the full rate of duty. See Appendix 9: DE 4/8: Method of Payment Codes for codes that can be used for other tax lines.

MOP Code Definition
M Security Deposit – immediate payment (cash deposit)
N Security Deposit - immediate payment (CDS Cash Account deposit)
R Security Deposit - deferred payment (deferment account deposit)
S Importers general guarantee account (Importer self-representation)
T Agent’s general guarantee account
U Security – Importers guarantee account – standing authority (Direct/indirect representation)
V Security – Importers guarantee account – individual/specific authority (Direct/indirect representation)
Z Importers individual guarantee (e.g. CE 250)

Notes

Data element 4/8 may be left blank where no payment or security is due for the specific tax type. When codes M or N are inserted, a deposit slip (form CE955) must be attached to the declaration. When code R is used, deposit slip (form CE955D) must be attached.

Failure to attach forms CE955 and CE955D could result in a delay in any future repayment. Document code ‘955D’ must be declared in DE 2/3. Refer to Appendix 5: DE 2/3: Documents and other Reference Codes.

Evidence of VAT paid will normally be issued direct to importers in the form of a monthly VAT certificate form C79. A declarant acting on behalf of an importer may not use the importer’s guarantee account (MOP U and V) without being authorised to do so. This authority may be specific (relating to one consignment) and be presented with the declaration, or alternatively may be a standing authorisation, which covers all consignments.

If a declaration is processed as a paperless declaration, any authority must be retained at the traders registered premises (for 4 years) and may be subject to audit by customs.

DE 4/9 Additions and Deductions (Box 45: Adjustment, Boxes 62-68: Value Build Up):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4, H5 and I1 Code: a2 +
Amount: n..16,2
99x 99x

Declaration category I1

This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration.

Declaration category H4

Additions and Deductions must be completed for importations to Inward Processing when the declarant opts to use the Article 86 (3) customs debt rules as laid down in EU Reg. No. 952/2013. In such cases Additional Procedure Code F44 should be declared in DE 1/11 and GEN86 completed in DE 2/2 (Additional Information). Refer to Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for more details.

All declaration categories

This data element may be completed at header or item level, dependent on the particular type of addition or deduction concerned - see Appendix 10: DE 4/9: Additions and Deductions for details. Additions and deductions should only be declared at header level where they apply to all good items on the customs declaration.

The addition or deduction must be declared in the currency in which the charge (addition or deduction) was invoiced.

This data element is made up of two components.

First component: additions and deductions code (a2)

For each type of addition or deduction, enter the relevant code from Appendix 10: DE 4/9: Additions and Deductions.

Second component: amount (n..16,2)

For each addition or deduction declared in the first component, enter the corresponding amount to be included in or deducted from the item price. This amount should be declared as either:

  • a monetary amount (with the relevant currency code), declared in the same currency in which the addition/deduction is invoiced
  • a percentage adjustment given to 2 decimal places

Where the customs value of the goods in question cannot be determined under method 1 (Article 70 of the Code), the declarant shall provide the customs authorities any additional information necessary for the purposes of determining the customs value.

Notes

Up to 99 instances of this data element may be declared at header and item level. Any currencies declared to CDS must be attached to a specific data element amount. The currency should therefore be declared with the appropriate data element amount. For example:

  • ‘GBP’ followed by the total amount invoiced in DE 4/11
  • ‘GBP’ followed by item price/amount in DE 4/4
  • ‘GBP’ followed by additional freight charges in DE 4/9

Simplified Procedure Value (SPV) and Standard Import Value (SIV)

This data element must not be completed for goods which have been entered under SPV or SIV. It cannot therefore be used in along with Additional Procedure Code E01 or E02 in DE 1/11 - see Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for details.

Freight apportionment

For multi-item declarations CDS divides any freight charges between the items in proportion to their value or gross mass according to the declarant’s choice.

Codes for apportionment by gross mass and value must not be mixed on a declaration. For example, if a declaration includes any of the codes AP, AR, AV, BA or BR then it must not include any of the codes AQ, AS, AW, BS or BU.

When using codes BS and BU on a multi-item declaration, the deduction must not reduce the value of any item to zero or a negative amount.

In these cases, the freight charges must instead be apportioned by value rather than weight using the code BA or BR as appropriate.

Freight charges will be apportioned by value for codes:

  • AP
  • AR
  • AV
  • BA
  • BR

Freight charges will be apportioned by gross mass for codes:

  • AQ
  • AS
  • AW
  • BS
  • BU

Air transport costs (Codes AR, AS, BR and BS)

Codes AR, AS, BR and BS must only be used when an Airport of Loading code has been declared in DE 5/21 and an adjustment is being made to the customs value for the freight charges relating to the section of the flight which is considered to be within the EU.

Enter those charges relating to the air transport of the goods which represent the freight charges only. Do not include any items such as handling charges or agency fees.

CDS will adjust the air transport costs using set percentages as in Appendix 15A: DE 5/21: Foreign Airport Zones and Percentages, as part of the calculation of the customs value.

Any other freight charges, such as transport from the exporter’s premises to the airport, should be declared separately using the appropriate code from the list in Appendix 10: DE 4/9: Additions and Deductions. All freight charges to be added or deducted must be declared in the currency shown on the air waybill.

Transhipments

For goods transhipped via another EU airport, DE 5/21 (Airport of Loading) must still be completed with the code for the third country airport from which the goods were dispatched to the EU. The adjustments for flights within the EU use standard percentages irrespective of the destination airport so you will not be disadvantaged.

Any separate transport charges from the transhipment airport within the EU to the final destination must be declared using the appropriate code AV or AW.

Transport costs, loading and handling charges up to the place of introduction in the European Union (Codes AP and AQ)

These codes should not to be completed when freight charges have been included in DE 4/11 and DE 4/14. If this Data Element is completed CDS will include the charges in the calculation of the customs and other values. Enter the amount of the transport costs, loading and handling charges to no more than 2 decimal places.

Costs of transport after arrival at the place of introduction (Codes AV, AW, BA and AU)

For goods imported by surface transport (land or sea), if the values declared in DE 4/11 and 4/14 include the cost of transport within the EU, these should be declared against code BA or BU and will be deducted from the value for customs duty.

CDS calculates the value for VAT by adding any duties, levies or additional costs to be included in the VAT value, to the value declared in DE 4/14.

Codes AV or AW must only be used when there are any additional costs, not included in DE 4/11 total amount invoiced, which need to be added to arrive at the value for VAT, for example freight charges covering transport within the EU see Notices 252 and Notice 702.

Valuation simplification authorisations (Codes AN, AO, BG and BK)

When using codes AN, AO, BG or BK to declare an addition or deduction based on a decision granted in accordance with Article 71 of the EU Reg. No. 2015/2446, the following must also be declared In data element 2/3 (Document Codes):

Document code Document identifier: country code Document identifier: authorisation type code Document identifier: authorisation number
C504 e.g., GB CVA Enter the valuation simplification authorisation number

In data element 3/39 (Holder of the Authorisation):

Authorisation type Authorisation type code Identifier
Valuation Simplification CVA Enter the EORI of the authorisation holder

Note that these codes must not be used on supplementary declarations (Additional Declaration Types Y or Z declared in DE 1/2).

Percentage adjustments

When using codes AC, AX, AZ, AM, AO, BL, BF, BK or BI, CDS will apply the declared % adjustment to the item price declared in DE 4/14. If the % adjustment should be applied to any other additions or deductions or if the % adjustment does not apply to the full amount declared in DE 4/14, then the declarant will need to calculate the amount manually and declare the monetary adjustment under the appropriate corresponding code, AB, AF, AH, AI, AN, BD, BM, BG or BH.

DE 4/10 Invoice currency (Box 22: Invoice Currency and Total Amount Invoiced):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4, H5 and I1 a3 1x NA

Any currencies declared to CDS must be attached to a specific data element amount. The currency should therefore be declared with the appropriate data element amount. For example:

  • ‘USD’ followed by the total amount invoiced in DE 4/11
  • ‘USD’ followed by item price/amount in DE 4/4
  • ‘USD’ followed by additional freight charges in DE 4/9

Declaration category I1

This data element is only mandatory on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration.

All Declaration Categories

Using the relevant code - see Appendix 11: DE 4/10: Currency Codes, enter the currency in which the commercial invoice was drawn up.

The invoice currency code, declared in DE 4/10, does not affect the currency to be used for the statistical value declared in DE 8/6 which must always be declared in Sterling (GBP).

The invoice currency declared for DE 4/10 must apply to the amounts declared in both DE 4/11 (Total Amounts Invoiced) and DE 4/14 (Item Price/Amount).

Where the goods are invoiced in multiple currencies, follow the instructions below.

Multiple invoice currencies

Where the goods have been invoiced in more than one currency, the invoice value must be converted and entered in Sterling (GBP).

Where the goods have been invoiced in more than one currency Document Code ‘9WKS’ must be declared in DE 2/3 (Document Codes). A copy of the worksheet or valuation declaration showing how the conversion was made, must be held and made available to Customs on request.

Fixed rates of exchange

Where a fixed rate of exchange is stipulated in the contract of sale and is being used:

  • enter the currency code for sterling ‘GBP’ in DE 4/10 (Invoice Currency)
  • enter the fixed rate of exchange used for the currency conversion, for evidence purposes in DE 4/15 (Fixed Rate of Exchange)
  • enter the Total Invoice Amount (DE 4/11) in Sterling (GBP)
  • the item price/amount (DE 4/14) in Sterling (GBP)

Where a fixed rate of exchange is applied, Document Code ‘9WKS’ must be declared in DE 2/3 (Document Codes). A copy of the worksheet or valuation declaration showing how the conversion was made, must be held and made available to Customs on request. Evidence to support the use of fixed rates of exchange must be held and made available to Customs on request.

Simplified Procedure Value (SPV) and Standard Import Value (SIV)

This data element must not be completed for goods which have been entered under SPV or SIV. It cannot therefore be used along with Additional Procedure Code E01 or E02 in DE 1/11 - see Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for details.

DE 4/11 Total amount Invoiced (Box 22: Invoice Currency and Total Amount Invoiced):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
I1, H1, H3, H4 and H5 n..16,2 1x NA

All declaration categories

Completion of this data element is optional. When this data element is completed, it must correspond to the sum of the item price/amount for all items (DE 4/14 Item Price/Amount).

Enter the total invoiced price/amount for all goods declared in the declaration, expressed in the currency unit declared in DE 4/10 (Invoice Currency).

Enter either:

  • the total invoice price (or the total adjusted invoice price when valuation methods 1 or 6 are used - see DE 4/14 Item Price/Amount
  • the total customs value of all goods items on the declaration

Notes

The invoice currency declared for DE 4/10 must apply to the amounts declared in both DE 4/11 (Total Amounts Invoiced) and DE 4/14 (Item Price/Amount).

Where the goods are invoiced in multiple currencies, follow the instructions below.

Any currencies declared to CDS must be attached to a specific data element amount. The currency should therefore be declared with the appropriate data element amount. For example:

  • ‘GBP’ followed by the total amount invoiced in DE 4/11
  • ‘GBP’ followed by item price/amount in DE 4/4
  • ‘GBP’ followed by additional freight charges in DE 4/9

Any decimal places declared (up to a maximum of 2 places) must be deducted from the total number of characters used in the data element. For example, if 2 decimal places are used, then only 14 whole numbers may be used in front of the decimal place.

CDS converts foreign currency amounts into sterling using stored rates of exchange. The rate of exchange used for this purpose is the rate in force on the day the declaration is accepted.

Rates of exchange for most foreign currencies used for customs purposes are published by HM Revenue and Customs (HMRC) monthly and apply from midnight on the last day of the month for use during the following month. You can read about rates of exchange to be used for customs purposes, including any changes in published rates.

Simplified Procedure Value (SPV) and Standard Import Value (SIV)

This data element must not be completed for goods which have been entered under SPV or SIV. It cannot therefore be used along with Additional Procedure Code E01 or E02 in DE 1/11 - see Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for details.

Multiple invoice currencies

Where the goods have been invoiced in more than one currency, the invoice value must be converted and entered in Sterling (GBP).

Where the goods have been invoiced in more than one currency Document Code ‘9WKS’ must be declared in DE 2/3 (Document Codes). A copy of the worksheet or valuation declaration showing how the conversion was made, must be held and made available to Customs on request.

Fixed rates of exchange

Where a fixed rate of exchange is stipulated in the contract of sale and is being used:

  • enter the currency code for sterling ‘GBP’ in DE 4/10 (Invoice Currency)
  • enter the fixed rate of exchange used for the currency conversion, for evidence purposes in DE 4/15 (Fixed Rate of Exchange)
  • enter the Total Invoice Amount (DE 4/11) in Sterling (GBP)
  • the item price/amount (DE 4/14) in Sterling (GBP)

Where a fixed rate of exchange is applied, Document Code ‘9WKS’ must be declared in DE 2/3 (Document Codes). A copy of the worksheet or valuation declaration showing how the conversion was made, must be held and made available to Customs on request.

Evidence to support the use of fixed rates of exchange must be held and made available to Customs on request.

DE 4/12 Internal currency unit (No Previous Reference)

Declaration Categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H3, H4 and H5 a3 1x NA

This data element is not currently used in the UK for (re)import purposes.

DE 4/13 Valuation indicator (No Previous Reference)

Declaration Categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H4 and H5 an4 NA 1x

Declaration category H4

Valuation Indicator must be completed for importations to Inward Processing when the declarant opts to use the Article 86 (3) customs debt rules as laid down in EU Reg. No. 952/2013. In such cases Additional Procedure Code F44 should be declared in DE 1/11 and GEN86 completed in DE 2/2 (Additional Information). Refer to Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for more details.

All declaration categories

This data element is required when using valuation method 1 (transaction of the imported goods) otherwise it should be left blank.

Using the relevant codes, enter the combination of indicators required to declare whether the value of the goods is affected by specific factors.

The code comprises four digits, each of which being either a ‘0’ or a ‘1’. Enter a ‘1’ if the indicator affects the customs value. Enter a ‘0’ if the indicator does not affect the customs value. Each ‘1’ or ‘0’ digit reflects whether or not a valuation indicator has an impact on the Customs Value of the goods concerned (for example, they affect the item price). First digit: Enter code ‘1’ where there is a price influence as a result of a Party Relationship between the buyer and seller. Second digit: Enter code ‘1’ where there are restrictions as to the disposal or use of the goods by the buyer in accordance with Article 70(3)(a) of the Code. Third digit: Enter code ‘1’ where the sale or price is subject to some condition or consideration in accordance with Article 70(3)(b) of the Code. Fourth digit: Enter code ‘1’ where the sale is subject to an arrangement under which part of the proceeds of any subsequent resale, disposal or use accrues directly or indirectly to the seller. In all cases, enter code ‘0’ where there is no effect on the customs value or item price of the goods.

Simplified Procedure Value (SPV) and Standard Import Value (SIV)

This data element must not be completed for goods which have been entered under SPV or SIV. It cannot therefore be used along with Additional Procedure Code E01 or E02 in DE 1/11 - see Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for details.

DE 4/14 Item price/Amount (Box 42: Item Price):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4, H5 and I1 n..16,2 NA 1x

Declaration category I1

This data element is only required on a simplified declaration where:

  • controlled goods are being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

All declaration categories

Enter the item invoice price/amount for the goods described in the relevant DE 6/8 (Description of Goods), in the currency used in D.E. 4/10 (Invoice Currency).

The invoice price must be declared for each item, unless the rules for declaring the customs value below apply. Where Valuation Method 1 or 6 is being used for Customs Duty purposes, the invoice price per item must be adjusted to include any addition or deduction allowable from a purchase price which is not shown in another data element (for example, not included in DE 4/9 (additions and Deductions).

In such cases, the item value must be calculated manually and the net amount entered in this data element (evidence to support any addition/deduction is to be provided on request. Code 9WKS must be declared in DE 2/3 (Document Codes) to support the valuation calculation.

When the invoice price/value being declared is duty inclusive (and DE 4/1 Delivery Terms is completed with DDP in the first component), the total invoice amount per item must include Customs Duty (including any secured duty), definitive anti-dumping duty, definitive countervailing duty and retaliatory duty. The amount of customs duties to be deducted from the item price must be declared in DE 4/9 using code BC.

Customs value

The customs value of goods is defined in Notice 252. It must be declared when:

  • the valuation method used to determine the customs value is Method 2, 3, 4(a) or 5
  • the customs value using Method 4(b) is used for security purposes
  • the declaration is a Simplified Declaration for controlled goods on which a full licensing declaration at the frontier is required

When importers or agents/representatives use their own valuation methods the customs value must also be declared in this data element. When using Simplified Procedure Value (SPV) or Standard Import Value (SIV) (DE 1/11 code E01 or E02), DE 4/14 must be left blank. CDS will calculate the value of the goods based on the commodity code, net mass and the current SPV/SIV rate.

Notes

The invoice currency declared for DE 4/10 must apply to the amounts declared in both DE 4/11 (Total Amounts Invoiced) and DE 4/14 (Item Price/Amount). Where the goods are invoiced in multiple currencies, follow the instructions below. Any currencies declared to CDS must be attached to a specific data element amount. The currency should therefore be declared with the appropriate data element amount. For example:

  • ‘GBP’ followed by the total amount invoiced in DE 4/11
  • ‘GBP’ followed by item price/amount in DE 4/4
  • ‘GBP’ followed by additional freight charges in DE 4/9

Any decimal places declared (up to a maximum of 2 places) must be deducted from the total number of characters used in the data element. For example, if 2 decimal places are used, then only 14 whole numbers may be used in front of the decimal place.

The sum of the amount filled in for DE 4/14 (Item price/amount) of all items in a customs declaration must be equal to the total amount filled in for DE 4/11 (Total Amount Invoiced) where declared.

The CDS system will convert any amounts declared in foreign currencies to sterling, using the rate of exchange current at the time the declaration is accepted by customs. If the current rate is not being used (for example because a fixed rate has been stipulated in the contract for sale of the goods or if the goods have been invoiced in more than one currency - see DE 4/11 Total Amount Invoiced - the amount shown in this data element must be in sterling.

Multiple invoice currencies

Where the goods have been invoiced in more than one currency, the invoice value must be converted and entered in Sterling (GBP).

Where the goods have been invoiced in more than one currency Document Code ‘9WKS’ must be declared in DE 2/3 (Document Codes). A copy of the worksheet or valuation declaration showing how the conversion was made, must be held and made available to Customs on request.

Fixed rates of exchange

Where a fixed rate of exchange is stipulated in the contract of sale and is being used:

  • enter the currency code for sterling ‘GBP’ in DE 4/10 (Invoice Currency)
  • enter the fixed rate of exchange used for the currency conversion, for evidence purposes in DE 4/15 (Fixed Rate of Exchange)
  • enter the Total Invoice Amount (DE 4/11) in Sterling (GBP)
  • the item price/amount (DE 4/14) in Sterling (GBP)

Where a fixed rate of exchange is applied, Document Code ‘9WKS’ must be declared in DE 2/3 (Document Codes). A copy of the worksheet or valuation declaration showing how the conversion was made, must be held and made available to Customs on request.

Evidence to support the use of fixed rates of exchange must be held and made available to Customs on request.

DE 4/15 Exchange rate - Fixed in advance by contract (Box 23: Exchange Rate):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4 and H5 n..12,5 1x NA

Declaration category H4

The Fixed Rate of Exchange must be completed for importations to Inward Processing when the declarant opts to use the Article 86 (3) customs debt rules as laid down in EU Reg. No. 952/2013. In such cases Additional Procedure Code F44 should be declared in DE 1/11 and GEN86 completed in DE 2/2 (Additional Information). Refer to Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for more details.

All declaration categories

This data element contains the rate of exchange fixed in advance by a contract between the parties concerned. Where a fixed rate of exchange is stipulated in the contract of sale and is being used:

  • enter the currency code for sterling ‘GBP’ in DE 4/10 (Invoice Currency)
  • enter the fixed rate of exchange used for the currency conversion, for evidence purposes in DE 4/15 (Fixed Rate of Exchange)
  • enter the Total Invoice Amount (DE 4/11) in Sterling (GBP)
  • the item price/amount (DE 4/14) in Sterling (GBP)

Where a fixed rate of exchange is applied, Document Code ‘9WKS’ must be declared in DE 2/3 (Document Codes). A copy of the worksheet or valuation declaration showing how the conversion was made, must be held and made available to Customs on request.

Evidence to support the use of fixed rates of exchange must be held and made available to Customs on request.

Notes

Any decimal places declared (up to a maximum of 5 places) must be deducted from the total number of characters used in the data element. For example, if 5 decimal places are used, then only 7 whole numbers may be used in front of the decimal place.

If an advanced fixed exchange rate is not declared in DE 4/15, the CDS system will use the current standard exchange rate for the currency declared in DE 4/10.

DE 4/16 Valuation method (Box 43: Valuation Method):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4, H5 and I1 n1 NA 1x

Declaration category I1

This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration.

Declaration category H4

Valuation Method must be completed for importations to Inward Processing when the declarant opts to use the Article 86 (3) customs debt rules as laid down in EU Reg. No. 952/2013. In such cases Additional Procedure Code F44 should be declared in DE 1/11 and GEN86 completed in DE 2/2 (Additional Information). Refer to Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for more details.

All declaration categories

This data element must be completed for all items on the declaration to indicate the valuation method to be used to calculate the value for Customs Duty.

Enter the appropriate valuation method code in this data element and declare the document (and relevant status code) in DE 2/3 Document Code from the table below which supports the valuation method.

See Appendix 5: DE 2/3: Documents and Other Reference Codes for more details on the completion rules for the relevant document code.

Code Valuation Method Associated Document Code (DE 2/3)
1 Valuation Method 1 - Transaction value N935 (and, if appropriate, C602 for any continuation sheet)
2 Valuation Method 2 - Transaction value of identical goods N934 if instructed to complete a form DV1 by Customs, otherwise not applicable
3 Valuation Method 3 - Transaction value of similar goods N934 if instructed to complete a form DV1 by Customs, otherwise not applicable
4 Valuation Method 4 - The Deductive Method N934 if instructed to complete a form DV1 by Customs, otherwise not applicable
5 Valuation Method 5 - The Computed Value Method N934 if instructed to complete a form DV1 by Customs, otherwise not applicable
6 Valuation Method 6 - The ‘Fall-back’ Method N934 if instructed to complete a form DV1 by Customs, otherwise not applicable

Notes

Simplified Procedure Value (SPV) is now declared using an Additional Procedure Code E01 in DE 1/11 - see Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes and Valuation Method Code ‘4’ should be declared in this field. Declarations using Standard Import Value (SIV), DE 1/11 code E02, should also use valuation method code 4. Where Additional Procedure Codes E01 or E02 are used, no other Additional Procedure Codes can be declared on the same entry declaration.

DE 4/17 Preference (Box 36: Preference):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2*, H3, H4, H5 and I1 n3 (n1+n2) NA 1x

Declaration category H2*

DE 4/17 may be left blank for goods entered to a customs warehouse. However, where preferential origin status is being claimed at the time the goods are entered to a customs warehouse, the preference claim is indicated on the simplified declaration through the use of AI statement code WHSRP in DE 2/2 - see Appendix 4: DE 2/2: Additional Information Statement Codes for details.

Declaration category I1

The Preference Code is only required on the simplified declaration where a claim to a tariff quota is being made on the basis of the simplified declaration.

All Declaration categories

The completion of D.E 4/17 is mandatory for all imports where the goods are:

  • entering a free circulation regime (including end use)
  • where a claim to tariff preference or quotas is established upon entry to the customs procedure

The 3-digit code indicates whether a reduction in, or relief from, import duty applies. This includes specific duties and other equivalent charges applicable to CAP goods. A definitive list of the combinations of these digits and their usage is provided in Appendix 12: DE 4/17: Preference Codes.

Notes

The definition of the component parts of the 3-digit preference code to be used in DE 4/17 is as follows:

First digit Definition of the codes
1 Normal tariff arrangement (no preference certificate)
2 Generalised System of Preferences (GSP)
3 Other tariff preferences (ie EUR1, EUR-MED (where this is used to establish the originating status) or Invoice Declarations)
4 Customs duties under the provisions of Customs Union Agreements concluded by the EU with Turkey for most industrial products (excluding coal and steel) and certain processed agricultural products are covered by forms ATR; Andorra for all products in Chapters 25 to 97 and for San Marino for all products (excluding coal and steel) in Chapters 1- 97 of the UK Trade Tariff.
5 Preferences in the context of trade with special fiscal territories.
Second and third digits Definition of the codes
00 None of the following.
10 Tariff suspension
18 Tariff suspension with certificate confirming the special nature of the product.
19 Airworthiness certificate.
20 Tariff quota
25 Tariff quota with certificate confirming the special nature of the product.
28 Tariff quota following outward processing.
50 Certificate confirming the special nature of the product.

Group 5: Dates, times, periods,places, countries and regions

D.E 5/8 Country of destination Code (Box 17(a): Country of destination code):

Declaration categories Field format No. of occurrences at header level No. of occurences at item level
H1, H2, H3, H4, H5 and I1 a2 1x 1x

Declaration category I1

This data element is only required on a simplified declaration where specified by the Procedure Code, see Appendix 1: DE 1/10: Requested and Previous Procedure Codes for specific details. This must always be an EU member state, or to a Special Fiscal Territory or other territory with which the EU has formed a Customs Union.

All declaration categories

The Destination Country Code must always be an EU member state.

Using the relevant country code, enter the code for the member state where the goods are located at the time of release into the customs procedure, for example, free circulation - see Appendix 13: Country Codes for the codes which may be used.

Where it’s known at the time of drawing up the customs declaration that the goods will be dispatched to another member state after the release, enter the code for this latter member state, for example where Requested Procedure Codes 01 or 42 are being declared in DE 1/10, see Appendix 1: DE 1/10: Requested and Previous Procedure Codes for specific details.

Where goods are imported with a view to place them under the Temporary Admission procedure, the member state of destination shall be the member state where the goods are to be first used.

Where goods are imported with a view to place them under the Inward Processing procedure, the member state of destination shall be the member state where the first processing activity is carried out.

Notes

The Destination Country Code must always be an EU member state, or to a Special Fiscal Territory. However:

  • where the Onward Supply Relief (OSR) procedure is used (DE 1/10 codes beginning with 42), the Destination Country Code must not be the UK, but must be the EU member state of destination for the onward supply
  • for example, goods being imported for onward supply to France, the code in DE 5/8 must be declared as FR
  • where the Onward Dispatch (OSD) procedure is used (DE 1/10 codes beginning with 01), the Destination Country Code must not be the UK, but must be the Customs Union Territory of final destination for the onward dispatch.
  • for example, goods being imported for onward dispatch to Jersey, the code in DE 5/8 must be declared as JE

Where there are a number of items on a declaration but there is only one country of ultimate destination, this must be declared at header level only. No reference to the destination country should be made at item level.

Where there are a number of items on the declaration and there is more than one ultimate country of destination, the ultimate country of destination must be declared at individual item level only, not at the header level. The ultimate country of destination must not be the same for all individual item level data.

DE 5/14 Country of dispatch/Export code (Box 15(a): Country of dispatch code):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 a2 1x 1x

Declaration category I1

This data element is only required on a simplified declaration where controlled goods are being entered on a simplified declaration.

Declaration category H5

The code declared should identify the territory of dispatch to the UK.

All declaration categories

Using the code list in Appendix 13: Country Codes, enter the relevant country code for the third country or territory from which the goods were initially dispatched to the UK.

However, where there has been a:

  • stoppage (including consolidation)
  • legal action taken in respect of the goods in an intermediate country, (for example, a non-EU country undertook an inspection which caused them to remain in that country for a longer period than would normally have been the case)
  • commercial transactions en-route (for example, a change of ownership in an intermediate country, for example, a non-EU country)

You should enter the country code:

  • for the last intermediate country, for example, the non-EU country where the goods were last located before arrival in the UK
  • where the change took place (for example, sale)

Notes

Whale factory ships - for goods produced or manufactured on whale factory ships not registered in the UK and consigned direct to this country, enter the code for the country in which the ship is registered.

Deep sea fisheries - for goods consigned direct to the UK from the deep-sea fisheries, enter the code for the country in which the fishing vessel is registered. Enter the description ‘deep sea fisheries’ in DE 6/8 (Description of Goods).

DE 5/15 Country of origin (Box 34(a): Country of Origin Code):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 a2 NA 1x

Declaration Category I1

This data element is only required on a simplified declaration where controlled goods are being entered on a simplified declaration.

All declaration categories

Where DE 4/17 (Preference Code) has a first digit of ‘1’ this data element is always mandatory. Enter the code for the country of non-preferential origin of the goods from the list of codes shown in Appendix 13: Country Codes.

If a country of preferential origin is declared (DE 5/16), this data element only needs to be completed if the country of non-preferential origin to be declared (DE 5/15) is different.

Notes

In determining the country of origin, the rules laid down in Article 60(2) of EU Reg. No. 952/2013 should be followed. Article 60(2) is reproduced below.

Article 60(2)

Goods whose production involved more than one country or territory shall be deemed to originate in the country or territory where they underwent their last, substantial, economically justified processing or working in an undertaking equipped for that purpose, resulting in the manufacture of a new product or representing an important stage of manufacture.

DE 5/16 Country of preferential origin (Box 34(b): Country of origin code):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2*, H3, H4, H5 and I1 an..4 NA 1x

Declaration category H2*

DE 5/16 may be left blank for goods entered to a customs warehouse. However, where preferential origin status is being claimed at the time the goods are entered to a customs warehouse, the preference claim is indicated on the simplified declaration through the use of AI statement code WHSRP in DE 2/2 - see Appendix 4: DE 2/2: Additional Information Statement Codes for details.

Declaration category I1

This data element is only required on a simplified declaration where controlled goods are being entered on a simplified declaration.

All Declaration categories

Where DE 4/17 (Preference Code) has a first digit other than ‘1’ this data element is always mandatory. If a preferential treatment based on the origin of the goods is requested in DE 4/17 Preference, enter the country of origin, as indicated in the proof of origin document.

Enter the code for the country of origin of the goods from the list of codes shown in Appendix 13: Country Codes.

Where the proof of origin document refers to a group of countries, enter the group of countries by using the relevant Union codes in accordance with the UK Trade Tariff.

DE 5/21 Place of loading (Box 27: Place of Loading and Box 61: Airport of Loading)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4 and I1 an..17 1x NA

Declaration category I1

This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration and a deduction of air transport costs is being claimed for goods arriving from a non-EU airport.

Declaration category H4

Place of loading must be completed for importations to Inward Processing when the declarant opts to use the Article 86 (3) customs debt rules as laid down in EU Reg. No. 952/2013. In such cases Additional Procedure Code F44 should be declared in DE 1/11 and GEN86 completed in DE 2/2 (Additional Information). Refer to Appendix 1: DE 1/10: Requested and Previous Procedure Codes and Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes for more details.

All declaration categories

This data element is to be completed only when an adjustment of air transport costs is being claimed for goods arriving from non-EU airports - see section 46 of Notice 252.

This data element is used to declare the airport of loading and should only be completed when claiming an adjustment to the customs value for the air freight charges related to the part of the journey which is considered to have been within the EU. The standard rates to be applied are shown in Appendix 15A: DE 5/21: Foreign Airport Zones and Percentages.

It’s used along with codes AR, AS, BR and BS in DE 4/9 (Addition and Deductions), otherwise it should be left blank.

Enter the 3-alpha IATA airport code shown on the air waybill which matches the codes listed in Appendix 15B: DE 5/21: Airport Codes.

Where the goods were shipped from an airport not listed in Appendix 15B: DE 5/21: Airport Codes, the code of the nearest listed airport must be used. For consignments transhipped via another member state, the airport of loading for the journey to the EU (third country airport) should be declared rather than the EU airport of transhipment.

Notes

When goods are imported by air into the UK, that part of the air transport costs covering the distance flown inside the EU is excluded from the value for duty.

CDS calculates the appropriate adjustment, using the percentages attached to the Airport of Loading code, excluding it from the customs value for duty but includes it in the value for VAT.

This data element must not be completed for goods which have been entered under Simplified Procedure Value using the Additional Procedure Code E01 - see Appendix 2A: DE 1/11: Additional Procedure Codes: Union Codes.

DE 5/23 Location of goods (Box 30: Location of Goods):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 Country: a2 +
Type of location: a1 +
Qualifier of the identification: a1 +
Coded
Identification of location an..35 +
Additional identifier n..3
or
Free text description
Street and number: an..70 +
Postcode: an..9 +
City: an..35
1x NA

Additional declaration types Y or Z (DE 1/2)

On supplementary declarations enter the code for the place where the goods were unloaded unless otherwise specified by the Procedure Code completion notes, see Appendix 1: DE 1/10: Requested and Previous Procedure Codes.

All declaration categories

Using the relevant codes, enter the location where the goods may be examined. The Location code must be precise enough to allow Customs to carry out physical controls on the goods. Details of the codes which may be declared in DE 5/23 for each particular type of locations may be found in Appendices 16A – 16I: DE 5/23: Goods Location Codes:

  • Appendix 16A: DE 5/23: Goods Location Codes: Airports
  • Appendix 16B: DE 5/23: Goods Location Codes: Certificate of Agreement (CoA) Airports
  • Appendix 16C: DE 5/23: Goods Location Codes: Maritime Ports and Wharves
  • Appendix 16D: DE 5/23: Goods Location Codes: ITSFs
  • Appendix 16E: DE 5/23: Goods Location Codes: ITSF(R)
  • Appendix 16F: DE 5/23: Goods Location Codes: ETSFs
  • Appendix 16G: DE 5/23: Goods Location Codes: BIPs
  • Appendix 16H: DE 5/23: Goods Location Codes: Approved Depositories
  • Appendix 16I: DE 5/23: Goods Location Codes: GB Place Names and UN/LOCODE Codes
  • Appendix 16J: DE 5/23: Goods Location Codes: Other Types of Location

The Appendix 16I codes must only be used where specified by the particular Procedure Code (DE 1/10) completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes or the goods are being released from an inland temporary storage premises (such as CFSP designated premises).

Notes

The Location of Goods code has four components. Do not enter any separator or space between the parts. The Codes shown in column 2 of Appendices 16A - H: DE 5/23: Goods Location Codes are the consolidated location codes to be declared in DE 5/23 made up of these four component parts.

First component: Country Code (a2)

Enter ‘GB’ unless:

  • the declaration relates to goods being removed from a warehouse in another member state in which case this component should be completed with the appropriate code from Appendix 13: Country Codes, followed by the Warehouse ID
  • the goods are being declared to the UK under SASP arrangements for goods released to the customs procedure in another member state. In these situations the UN/LOCODE for the port or airport in the other member state should be declared using these lists.

Second component: Type of location (a1)

This will be a single letter: A, B, C or D. A is used to denote Frontier or Frontier linked locations such as Airports, ITSFs etc. B is used to identify inland locations such as customs warehouses. C is only used for certificate of Agreement Airfields. D is used for other types of locations such as pipelines, continental shelf, wind farms, etc.

Third component: Qualifier code (a1)

The UK will only be using the qualifier codes of U or Y. U is used to identifier where the goods location is identified using a UN/LOCODE. Y is used where the goods location is identified by an authorisation number. This will be followed by a two-digit code to identify the type of authorisation. The Qualifier Code Y is only to be used where it’s specified in the Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes.

Fourth component: Location Code and Additional Qualifier (an..35)

The fourth component is made up of two parts.

Part 1: Location code

This is a three-digit code derived from the GB UN/LOCODE extract listed in Appendix 16I: DE 5/23: Goods Location Codes.

Part 2: Additional qualifier

This is a unique code assigned to each location to identify the specific location concerned, for example, a specific ITSF shed. The Codes shown in column 2 of Appendices 16A - H: DE 5/23: Goods Location Codes are the consolidated location codes to be declared in DE 5/23 made up of these 5 component parts.

DE 5/26 Customs office of presentation (No Previous Reference)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an8 1x NA

Declaration category I1

This data element is only required on a simplified declaration where a SASP authorisation is held.

All declaration categories

This data element relates to centralised clearance, however, SASP authorisations are now deemed to be centralised clearance authorisations under the UCC. This data element is made up of two components. For all SASP declarations the codes should use one of the following formats

For goods presented in the UK

Enter the appropriate code from Appendix 17: DE 5/27: Supervising Office (SPOFF) Codes.

For goods presented in other member states use the format below

First component: Country code

Enter use the appropriate country code (a2) for example, Ireland use IE. For a list of Country Codes, see Appendix 13: Country Codes.

Second component: Customs Office Code

Enter the code for the specific customs office within that country (an6), for example: DUB for Dublin followed by 400 representing Dublin Airport. The Customs office codes for other member states may be found in the EUs customs office list. Do not use these codes for goods presented in the UK.

DE 5/27 Supervising customs office (Box 44)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an8 1x NA

All declaration categories

This data element is only to be completed when specifically instructed by the completion notes for the Procedure Code (DE 1/10). See Appendix 1: DE 1/10: Requested and Previous Procedure Codes(/government/admin/detailed-guides/859967) for details of when this data element is to be completed and which supervising office is to be declared.

A list of the UK supervising office (SPOFF) codes may be found in Appendix 17: DE 5/27: Supervising Office (SPOFF) Codes(/government/admin/detailed-guides/834598).

Codes for supervising offices in other member states may be found in the EUs customs office list(http://ec.europa.eu/taxation_customs/dds2/col/col_home.jsp?Lang=en).

Notes

This data element is made up of two components:

First component: Country Code

Entry the country code as specified in the authorisation (a2). A list of Country Codes may be found in Appendix 13: Country Codes(/government/admin/detailed-guides/832509).

Second component: Supervising Office Code

Enter the appropriate code (an6) which identifies the specific supervising office codes within that member state, as specified in the authorisation.

Codes for the UK supervising offices may be found in Appendix 17: DE 5/27: Supervising Office (SPOFF) Codes(/government/admin/detailed-guides/834598). Codes for supervising offices in other member states may be found in the EUs customs office list(http://ec.europa.eu/taxation_customs/dds2/col/col_home.jsp?Lang=en).

Group 6: Goods identification

DE 6/1 Net mass (Box 38: Net Mass)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H4, H5, I1 n..16,6 NA 1x

Declaration category I1

Net mass is not required for goods being declared to a customs warehouse or temporary admission.

All declaration categories

Enter, up to 6 decimal places, the net mass in kilograms of the goods described in D.E 6/8 (Description of Goods). The net mass is the weight of the goods themselves without any packaging. Where a net mass greater than 1kg includes a fraction of a unit (kg), it may be rounded off in the following manner:

  • from 0.001 to 0.499: rounding down to the nearest kg
  • from 0.5 to 0.999: rounding up to the nearest kg

A net mass of less than 1kg should be entered as ‘0’ followed by a number of decimals up to 6, discarding all ‘0’ at the end of the quantity (for example, 0.123 for a package of 123 grams, 0.00304 for a package of 3 grams and 40 milligrams or 0.000654 for a package of 654 milligrams).

Notes

The net mass is the weight of the goods themselves without any packaging.

‘Packaging’ means materials and components used in any packaging operation to wrap, contain and protect articles or substances during transport. The various kinds of packages whose weight is not included in the net mass (based on the fact that they are used only for transport).

The term ‘package’ includes all articles used and, in particular, holders used as external or internal coverings for goods, holders on which goods are rolled, wound or attached, containers (other than those defined in international conventions) and receptacles. The term excludes means of transport and articles of transport equipment such as pallets and freight containers.

Any decimal places declared (up to a maximum of 6 places) must be deducted from the total number of characters used in the data element. For example, if 3 decimal places are used, then only 13 whole numbers may be used in front of the decimal place.

DE 6/2 Supplementary units (Box 41: Supplementary Units)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 n..16,6 NA 1x

Declaration category I1

This data element is only required on a simplified declaration where:

  • controlled goods are being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

Declaration category H2

This data element is only mandatory in specific circumstances, as stipulated in the authorisation for the procedure.

All declaration categories

This data element is only required where the commodity code needs a supplementary unit. In the UK Trade Tariff(l (online version), a supplementary units indicator is shown in the ‘Value’ column (column 3), enter the quantity in terms of the unit specified, up to 6 decimal places (if needed).

In the paper version of volume 2 of the UK Trade Tariff, if more than one unit of quantity is shown in column 4 against the commodity code for the item, enter the quantity in terms of the unit numbered ‘2’ in that column - up to 6 decimal places (if needed).

Any decimal places declared (up to a maximum of 6 places) must be deducted from the total number of characters used in the data element. For example, if 3 decimal places are used, then only 13 whole numbers may be used in front of the decimal place.

DE 6/5 Gross mass (Box 35: Gross Mass):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 n..16,6 1x 1x

All declaration categories:

Enter the gross mass, expressed in kilograms, for the specific item declared in DE 6/8 Description of Goods. When the weight of the pallets is included in the transport documents, the weight of the pallets shall also be included in the calculation of the gross mass, except for the following cases:

  • the pallet forms a separate item on the customs declaration
  • the import licence is based on the gross weight of the goods

Notes:

The gross mass is the total weight of the goods and packaging but excluding containers and any other transport equipment. Where a gross mass greater than 1 kg includes a fraction of a unit (kg), it may be rounded off in the following manner:

  • from 0.001 to 0.499: rounding down to the nearest kg
  • from 0.5 to 0.999: rounding up to the nearest kg

A gross mass of less than 1 kg should be entered as ‘0’ followed by a number of decimals up to 6, discarding all ‘0’ at the end of the quantity (for example 0.123 for a package of 123 grams, 0.00304 for a package of 3 grams and 40 milligrams or. 0.000654 for a package of 654 milligrams).

Any decimal places declared (up to a maximum of 6 places) must be deducted from the total number of characters used in the data element. For example, if 3 decimal places are used means, then only 13 whole numbers may be used in front of the decimal place.

DE 6/8 Description of goods (Box 31: Packages and Description of Goods):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an..512 NA 1x

Declaration category I1

Enter a description of the goods which is specific enough to allow the unambiguous identification, classification and examination of goods.

The description has to be specific enough to enable a debt to be raised in the event a supplementary declaration is not provided.

All declaration categories

For goods removed from a customs warehouse or an excise warehouse

The relevant stock numbers must be included as part of the plain language description of the goods.

For excise goods

A full description of the goods including container sizes and strength etc. must always be provided, for example 1000 c/s Old St Andrews golf ball whisky miniatures 12x5cl at 40%, rot 232/02.

Notes

In all cases, the use of general terms - for example ‘consolidated’, ‘general cargo’, ‘parts’ or ‘freight of all kinds’ or not sufficiently precise description cannot be accepted.

A non-exhaustive list of such general terms and descriptions which are not acceptable is published by the Commission.

The goods described in this data element must all be subject to the same Binding Tariff Information Reference Number if held for the goods commodity code.

Where the commodity code to be used depends on size, weight or other physical criteria, the description should include that information.

If the goods described under each item do not comprise the whole contents of a package, container or trailer this should be made clear by adding the words ‘part case’, ‘part container’, ‘part trailer’ at the end of the description of the goods.

A description of the goods sufficiently precise enough to allow classification does not mean copying out the full description as set out in the tariff.

For example, ‘magnesium potassium sulphate’ (heading 3104 commodity code 310490000) should be described in those terms and not as ‘other mineral or chemical fertilisers, potassic’.

When the declarant provides the CUS code (DE 6/13) for chemical substances and preparations, a precise description of the goods may be waived.

DE 6/9 Type of packages (Box 31: Packages and Description of Goods):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an..2 NA 99x

All declaration categories

Enter the code specifying the type of package from the list in Appendix 18: DE 6/9: Package Type Codes.

The package type code of the smallest external packing unit is to be declared in accordance with UN/ECE recommendation 21.

The smallest external packaging is defined as being the one in which the goods are packaged in such a way that they cannot be divided without first undoing the packing.

If the goods are packaged in several packages of different types, the data element can be repeated up to 99 times for a single goods item.

Notes

Examples

For beer, the packaging might be the crate or carton and not the bottle in which the beer is contained, if the crate is the smallest external package type used.

If the goods are contained immediately within cartons contained on a pallet (for example, books), the pallet should be declared.

For a single consignment in one or a number of containers, the containers themselves can be deemed to be the outer packaging. If the goods are declared as packaged in containers, then the following details should be declared:

  • package Type Code (in DE 6/9 Package Type): CN
  • quantity (in DE 6/10 (Number of packages) Number of Containers
  • marks (in DE 6/11 Shipping Marks): Container numbers
  • container numbers (in DE 7/10) Container Identification numbers

In effect, in this example, the container number(s) will be the marks and need only be entered as container details but with reference to this entered in the shipping marks data element, for example ‘Package type CN - see container id details entered’.

Where the goods are subject to different duty or VAT rates (for example mixtures of red and white wine or children and adults clothing) the lowest divisible level of packaging must be declared in order to aid identification. Thus, bottles, wrapping or other packaging will be more appropriate in these examples.

Bulk traffic

Use the appropriate package type for the bulk commodity from the list provided in Appendix 18: DE 6/9: Package Type Codes.

DE 6/10 Number of packages (Box 31: Packages and Description of Goods):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 n..8 NA 99x

All declaration categories

Enter the total number of packages based on the smallest external packing unit.

This is the number of individual items packaged in such a way that they cannot be divided without first undoing the packing, or the number of pieces, if unpackaged.

If the goods are packaged in several packages of different type, the data element can be repeated up to 99 times for a single goods item.

For unpackaged goods, enter the number of pieces, except for bulk traffic, see below.

Bulk traffic

Enter the number of packages making up the consignment covered by the declaration. When goods are imported as loose bulk (for example, grain or oil) enter ‘1’.

For bulk consignments made through a fixed energy installation, enter a number of packages value of ‘0’.

For break bulk consignments (for example, timber/cars), enter the number of separately (packaged) units (for example, bundles or each car).

For bulk traffic, enter ‘Loose Bulk’ or ‘Break Bulk’ in the shipping marks data element.

Combined packaging

If goods are packaged in such a way that goods belonging to more than one goods item are packaged together, then the actual number of these packages is entered on the first goods item and for the other goods items, the number of packages declared should be ‘0’.

For items which are packaged together the details entered (for each item) in:

  • DE 6/9 (packaging type code)
  • DE 6/11 (shipping marks)

Must be identical for each item. For example: item 1 and item 5 on the customs entry are packaged in a single carton:

  • item 1 DE 6/9 CT (Carton) and item 5 DE 6/9 CT (Carton)
  • item 1 DE 6/11 KEAX123456 and item 5 DE 6/11 KEAX123456

DE 6/11 Shipping marks (Box 31: Packages and Description of Goods)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an..512 NA 99x

All declaration categories

Enter a free text description of any marks and numbers on transport units or packages.

Where there is one common identifying number for all of the packaging then only this number need be entered. For unpackaged goods, enter ‘Unpackaged’.

Bulk traffic

For bulk traffic, enter ‘Loose Bulk’ or ‘Break Bulk’ in the shipping marks data element.

Notes

This data element may be used up to 99 times at item level.

Where goods are containerised, the container number can replace the shipping marks. It, can be used as the reference number in both DE 6/11 (Shipping Marks) and DE 7/10 (Container Identification Number).

A UCR or references used in the transport document (which allow the unambiguous identification of all packages in the consignment) may also be used instead of the shipping marks.

If there is insufficient space to record all the information, create another set of package details with the same kind of packages type code.

DE 6/13 CUS Code for chemicals (Box 31: Packages and Description of Goods):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an8 NA 1x

Declaration category I1

This data element is only required on a simplified declaration where:

  • controlled goods are being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

Declaration categories H2 – H5

This data element is optional.

All declaration categories

Where the goods concerned are subject to a TARIC measure in relation to a CUS code, the CUS code must be provided.

The provision of the CUS code is optional where no TARIC measure exists for the goods concerned.

Chemicals classified in chapters 28 and 29 of the UK Trade Tariff should be described using their precise chemical name and the appropriate 8-digit CUS reference number.

The CUS number is the identification number assigned to chemical products in the European Customs Inventory of Chemical Substances (ECICS) database.

Where the chemical is not listed, the precise name in accordance with British Standard 2474/1983 and the words ‘not listed’ must be declared in DE 6/8 Description of Goods.

Notes

When the declarant provides the CUS code for chemical substances and preparations, a less specific description of goods may be used in DE 6/8 Description of Goods.

General Commodity Code notes

You can find information on and guidance on selecting the correct commodity codes in the UK Trade Tariff. The length of the codes varies according to the type of goods, and whether or not they are subject to any Tariff measure requirements.

The rules governing the location of commodity code digits in DE 6/14 to 6/17 must be followed precisely. The entry of a commodity code constitutes a legal declaration as to the nature and duty liability for the goods and is a core determinant of the import formalities and commercial policy measures to which the goods will be subjected. The UK Trade Tariff, will identify any specific measures and document codes which may be required by the specific commodity code declared in DE 6/14 – 6/17.

Appendix 5: DE 2/3: Documents and Other Reference Codes contains details of all document and other reference codes, a description of their usage and provides guidance on the details to be declared against each code. Refer to Appendix 5: DE 2/3: Documents and Other Reference Codes to identify any specific completion requirements for any document codes which may be required by the commodity code.

Any Binding Tariff Information (BTI) Reference Number held for the goods described is to be entered in DE 2/3, against Document Code C626 - see Appendix 5: DE 2/3: Documents and Other Reference Codes.

Failure to declare the correct commodity code may render the legal declarant liable to penalties or other sanctions under the applicable legislation.

The following table should be used as a guide on how to complete the Commodity Code data elements:

DE Commodity Code digit positions All imports from outside the EU plus all imports from within the EU not in Free Circulation not requiring an additional code Certain imports requiring an additional code (for example goods subject to variable charges; exemptions; certain anti-dumping duties or wine reference prices)
6/14 1-8 XXXXXXXX XXXXXXXX
6/15 9-10 XX XX
6/16 11-14   XXXX
6/17 15-18   XXXX

DE 6/14 Commodity Code - Combined Nomenclature Code (Box 33: Commodity Code):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 an..8 NA 1x

Declaration category C21

This data element should be completed when

Specified by the Procedure Code or Additional Procedure Code completion notes:

Declaration category I1

This data element is only required on a simplified declaration where:

  • controlled goods are being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

All declaration categories

Enter the Combined Nomenclature code number corresponding to the item in question. Enter the first 8 digits of the code for the goods described in DE 6/8 Description of Goods as set out in the UK Trade Tariff. The code number should be selected in accordance with the directions of the UK Trade Tariff.

Notes

You can find information and guidance on selecting the correct commodity codes in the UK Trade Tariff. The length of the codes varies according to the type of goods, and whether or not they are subject to any Tariff measure requirements.

DE 6/15 Commodity Code: TARIC code (Box 33: Commodity Code):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an2 NA 1x

Declaration Category I1

This data element is only required on a simplified declaration where:

  • controlled goods are being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

Declaration category H2

This data element is only mandatory in specific circumstances, as stipulated in the authorisation for the procedure.

All declaration categories

Enter the 2-digit TARIC code.

Notes

You can find information on and guidance on selecting the correct commodity codes, including details of any TARIC codes which may apply, in the UK Trade Tariff. The length of the codes varies according to the nature of the goods, and whether or not they are subject to any Tariff measure requirements.

DE 6/16 Commodity Code: TARIC Additional Code (Box 33: Commodity Code)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an4 NA 99x

Declaration category I1

This data element is only required on a simplified declaration where:

  • controlled goods are being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

Declaration category H2

This data element is only mandatory in specific circumstances, as stipulated in the authorisation for the procedure.

All declaration categories

Enter any additional code for the goods being declared as set out in the UK Trade Tariff. If no additional code is required, leave blank.

Notes

Up to 99 TARIC additional codes may be entered at item level. You can find information on and guidance on selecting the correct commodity codes, including details of any additional TARIC codes which may apply, in the UK Trade Tariff. The length of the codes varies according to the nature of the goods, and whether or not they are subject to any Tariff measure requirements.

DE 6/17 National Additional Code (Box 33: Commodity Code):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an..4 NA 99x

Declaration category I1

This data element is only required on a simplified declaration where:

  • controlled goods are being entered on a simplified declaration
  • a claim to a tariff quota is being made on the simplified declaration

Declaration category H2

This data element is only mandatory in specific circumstances, as stipulated in the authorisation for the procedure.

All declaration categories

Enter any National Additional Code for the goods being declared as set out in Appendix 19: DE 6/17: National Additional Codes. If no National Additional Code is required, leave this data element blank.

Notes

Up to 99 National Additional Codes may be entered at item level. The National Additional Codes will be used, along with information provided elsewhere in the declaration, to calculate the duties and taxes applicable. The codes declared in DE 6/17 will also be used to indicate any exemptions or reduced rates of taxes which may be applicable for national taxes and other charges.

The declaration of an additional code for an exemption or reduction in DE 6/17 constitutes a legal declaration that the claimant is eligible for the relief or exemption. An incorrect claim to an exemption or reduced rate may render the legal declarant liable to a demand for the relieved revenue and other sanctions or penalties under the applicable legislation.

You can find information on and guidance on selecting the correct commodity codes in the UK Trade Tariff. The length of the codes varies according to the type of goods, and whether or not they are subject to any Tariff measure requirements.

DE 6/18 Total packages (Box 6: Total Packages):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
C21, H1, H2, H3, H4, H5 and I1 n..8 1x NA

All declarationcCategories

Enter the total number of packages making up the consignment covered by the declaration.

Bulk traffic

When goods are imported as loose bulk (for example, grain, oil) enter ‘1’.

For bulk consignments made through a fixed energy installation, enter a total packages value of ‘0’. For break bulk consignments (for example, timber/cars), enter the number of separately (packaged) units (for example, bundles or each car).

Notes

This data element is required to release goods off the inventory.

Group 7: Transport Information (Modes, Means and Equipment)

DE 7/2 Container (Box 19: Container)

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 n1 1x NA

Declaration category H5

The data element should be completed to indicate if the goods were containerised when leaving the Special Fiscal Territory or Territory with which the EU has formed a Customs Union.

All declaration categories

Enter the appropriate Union code to indicate if the goods will be in a shipping container when crossing the external frontier of the Union.

Enter ‘0’ if the goods are not transported in containers ‘1’ if the goods are transported in containers.

DE 7/4 Mode of transport at the border (Box 25: Mode of transport at the border):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4 and H5 n1 1x NA

Additional declaration Types Y or Z (DE 1/2)

Completion of this data element is mandatory for all supplementary declarations.

All declaration categories

Enter the relevant Union code from the list below for the mode of transport used to arrive at the EU external border.

Mode of transport Code
Maritime (Sea) transport 1
Rail transport 2
Road transport 3
Air transport 4
Postal (Mail) consignment 5
Fixed transport installations 7
Inland waterway transport 8
Mode unknown - for example, own propulsion 9

Notes

Code 5 should only be used for goods handled by the authorised postal operator which is governed by the Universal Postal Union - for example, Royal Mail Group. The ‘actual’ mode of transport should be used for all other goods.

DE 7/5 Inland mode of Ttansport (Box 26: Inland mode of transport):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4 and H5 n1 1x NA

All declaration categories

Using the code list from DE 7/4 (Mode of Transport at the Border), enter the inland mode of transport. Completion of this data element is mandatory when import formalities are carried out away from the point of entry into the EU.

Completion is not required for entry into a customs warehouse or removals from a free zone.

DE 7/9 Identity of means of transport on arrival (Box 18: Identity and Nationality of Means of Transport at Departure):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4 and H5 Type of identification: n2 +
Identification number: an..35
1x NA

All declaration categories

This data element is not required where codes 5 or 7 have been declared in DE 7/4 (Mode of Transport at the Border).

This data element is made up of 2 components

First Component: Identification Type (n2)

Enter the type of identification (n2) using the code list below:

Code Description
10 IMO ship identification number
11 Name of the sea-going vessel
20 Wagon number
30 Registration number of the road vehicle
40 IATA flight number
41 Registration number of the aircraft
80 European Vessel Identification Number (ENI code)
81 Name of the inland waterways vessel

Second component: Identification Number (an..35)

Enter the appropriate method of identification for the Transport according to the mode of transport used, as required by the table below:

Means of transport Method of identification
Sea and inland waterway transport Name of vessel
Air transport Number and date of flight (where there is no flight number, enter the aircraft’s registration number)
Road transport Vehicle registration number
Rail transport Wagon number

Enter the identity to be declared is the identity of the means of transport on which the goods are directly loaded at the time of presentation at the customs office of import. This is the identity of the means of transport at the point when the goods are presented and the customs formalities for their release are to be completed.

If a tractor and trailer with different registration numbers are used, enter the registration number of both the tractor and the trailer.

Notes

The identity of the means of transport must not be declared if D.E 7/4 (Mode of Transport at the Border) is completed with 5 (Postal Consignments) or 7 (Fixed Transport Installation).

DE 7/10 Container Identification Number (Box 31: Packages and Description of Goods):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4, H5 and I1 an..17 9999x 9999x

All declaration categories

Enter the marks - letters or numbers, or both - which identify the transport container. Complete this data element if the goods:

  • will be in a container at the point of entering the EU, enter the container numbers
  • are containerised but the container numbers are not yet known (for example on a pre-lodged declaration), then enter ‘numbers unknown’

If the exact details are not available when the declaration is lodged, unknown may be entered, but the details must be entered later. This can be done prior to arrival at the frontier using standard amendment procedures. If not containerised or it’s not known whether they are containerised then leave this data element blank.

To avoid duplication, the container number need only be declared against the first item of a declaration where all items are to be shipped in a single container.

Where items on the declaration are packed into different containers, DE 7/10 will need to show individual container numbers at item level.

On paper declarations precede the (list of) container numbers by CN% or, for part containers, by Part Container%, and separate each container number by a comma, for example Part Container%ABCD12345, BCDE234567, WXYZ98765.

Notes

Air transport

In the air mode, containers are special boxes to carry freight, strengthened and allowing horizontal or vertical transfers.

Swap bodies and semi-trailers

In the context of this data element, the swap bodies and semi-trailers used for road and rail transport shall be considered as containers.

If applicable, for containers covered by the standard ISO 6346, the identifier (prefix) allocated by the International Bureau of Containers and Intermodal Transport (BIC) shall also be provided in addition to the container identification number.

For swap bodies and semi-trailers, the ILU (Intermodal Loading Units) code as introduced by the European EN 13044 standard shall be used.

Modes of transport other than air

For modes of transport other than air, a container is a special box to carry freight, strengthened and stackable and allowing horizontal or vertical transfers.

Notes

The term container covers:

  • large, re-usable containers, for example, ISO types designed to be transported by road, rail, sea, or air
  • smaller re-usable types of containers of an internal volume of a cubic metre or more designed to be transported by road, rail, sea or air and capable of specialized handling without unloading
  • specialized re-usable containers designed to be used for the particular goods and transported by road, rail, sea or air
  • goods are to be regarded as containerised even when a container is mounted on a road vehicle or rail wagon

D.E 7/15 Nationality of active means of transport crossing the border (Box 21 - identity and nationality of the active means of transport crossing the border nationality):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H3, H4 and H5 a2 1x NA

All declaration categories

This data element is not required where codes 2, 5 or 7 have been declared in DE 7/4 (Mode of Transport at the Border).

Using the relevant country code - see Appendix 13: Country Codes, enter the nationality of the active means of transport crossing the Union’s external frontier.

Enter the nationality of the active means of transport crossing the border, except:

  • in the case of ships or aircraft registered in the colonies or dependencies of a foreign country, enter the nationality of that country
  • in the case of ships or aircraft registered in the UK’s dependent territories, enter the nationality of that territory

Notes

In the case of combined transport or where several means of transport are used, the active means of transport is the one which propels the whole combination. For example, in the case of a lorry on a sea-going vessel, the active means of transport is the ship. In the case of a tractor and trailer, the active means of transport is the tractor.

The nationality of the means of transport must not be declared if D.E 7/4 (Mode of Transport at the Border) is completed with 2 (Rail Transport), 5 (Postal Consignments) or 7 (Fixed Transport Installation).

On paper declarations: enter the transport identity followed, if required, by the transport nationality, separated by a dash (-).

DE 8/1 Quota number (Box 39: Quota):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1 and I1 an6 NA 1x

Declaration category I1

This data element is only required on a simplified declaration where a claim to a tariff quota is being made on the simplified declaration. Additional data elements will be required on the simplified declaration to support the claim to quota, for example, commodity code details.

All DeclarationcCategories

Enter the order number of the tariff quota for which the declarant is applying.

When a reduced or nil rate of Customs Duty is claimed against a Tariff quota, enter the relevant serial number listed in the UK Trade Tariff.

For goods entering customs warehousing, the quota may be claimed when the goods are entered for warehousing, or when the goods are removed from warehousing and released to free circulation.

Quota relief may be claimed for goods entered for excise warehousing, but not on their removal from excise warehousing.

Notes

A tariff quota is any pre-set value or quantity of given goods, which may be imported during a specified period with a reduction or on suspension of the normal customs duties, and beyond which any additional quantity of these goods can be imported by paying normal customs duties.

The Commission database for tariff quotas allows tracking the overall EU usage of ‘First come first served’ import quotas in force granted to products originating from certain third countries. It displays the balances of each tariff quota applicable in the present year and in the past year. It also indicates the date when a particular tariff quota is exhausted. This information is subject to constant change as a result of the daily operations which take place.

Appendix 5: DE 2/3: Documents and Other Reference Codes contains details of all reference codes which may be declared in this data element, a description of their usage and provides guidance on the details to be declared against each code. Refer to this Appendix to identify any specific document codes required to support the claim to quota.

Critical quotas

Where security may be required in the event of a quota being critical, an appropriate MOP code must be declared in DE 4/8 (Method of Payment) to ensure the duty can be taken on deposit. Note that as per the guidance in DE 2/6 (Deferred Payment), only a single method of payment can be used against a single tax type.

DE 8/2 Guarantee type and cash accounts (Box 44 and Box 52: Guarantee):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4 and I1 Guarantee type: an1 9x NA

Declaration category I1

This data element is only required on a simplified declaration where a claim to a critical tariff quota is being made on the simplified declaration.

All declaration categories

Enter Code ‘Y’ where Cash Accounts are being used to pay/secure the duties and other charges concerned (for example, where code ‘N’ or ‘P’ is declared in DE 4/8 (Method of Payment)).

For all other methods

Using the relevant code from the table below, enter the type of guarantee to be used.

Where document code C505 is declared in DE 2/3 (Document Codes) and authorisation type code CGU is declared in DE 3/39 (Holder of the Authorisation), then code ‘0’ or ‘1’ must be declared in this data element.

Refer to the Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes for specific guidance on the completion rules for this data element according to the guarantee requirements of the particular procedure being requested in DE 1/10 (Procedure Code).

Description Code
For guarantee waiver (Article 95(2) of the Code) 0
For comprehensive guarantee (Article 89(5) of the Code 1
For individual guarantee in the form of an undertaking by a guarantor (Article 92(1)(b) of the Code) 2
For individual guarantee in cash or other means of payment recognised by the customs authorities as being equivalent to a cash deposit, made in euro or in the currency of the member state in which the guarantee is required (Article 92(1)(a) of the Code 3
For individual guarantee in the form of vouchers (Article 92(1)(b) of the Code and Article 160) 4
For guarantee waiver where the amount of import or export duty to be secured does not exceed the statistical value threshold for declarations laid down in accordance with Article 3(4) of Regulation (EC) No 471/2009 of the European Parliament and of the Council (15) (Article 89(9) of the Code) 5
For individual guarantee in another form which provides equivalent assurance that the amount of import or export duty corresponding to the customs debt and other charges will be paid (Article 92(1)(c) of the Code) 7
For guarantee not required for certain public bodies (Article 89(7) of the Code) 8
For guarantee furnished for goods dispatched under TIR procedure B
For guarantee not required for goods carried by fix transport installations (Article 89(8)(b) of the Code) C
For guarantee not required for goods placed under the temporary admission procedure in accordance with Article 81(a) of Delegated Regulation (EU) 2015/2446 (Article 89(8)(c) of the Code) D
For guarantee not required for goods placed under the temporary admission procedure in accordance with Article 81(a) of Delegated Regulation (EU) 2015/2446 (Article 89(8)(c) of the Code) E
For guarantee not required for goods placed under the temporary admission procedure in accordance with Article 81(c) of Delegated Regulation (EU) 2015/2446 (Article 89(8)(c) of the Code) F
For guarantee not required for goods placed under the temporary admission procedure in accordance with Article 81(d) of Delegated Regulation (EU) 2015/2446 (Article 89(8)(c) of the Code) G
For guarantee not required for goods placed under the Union transit procedure in accordance with Article 89(8)(d) of the Code H
Cash Accounts (to be used for payment or security purposes) Y

Notes

9 instances of this data element can be declared at header level. Where an authorisation is granted under the ‘Authorisation by Customs Declaration’, enter code: 3. A code is not required when deferment is only being used to secure other taxes or charges - for example, not used to secure customs duty).

DE 8/3 Guarantee reference (Box 52: Guarantee):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4 and I1 GRN: an..24
or
Other guarantee reference: an..35 +
Access code: an..4 +
Currency code: a3 +
Amount of import or export duty and, where Article 89(2) first subparagraph of the Code applies, other charges: n..16,2 +
Customs office of guarantee: an8
99x NA

Declaration category I1

This data element is only required on a simplified declaration where a claim to a critical tariff quota is being made on the simplified declaration.

All declaration categories

Enter the reference number of the guarantee used for the operation and, if appropriate, the access code and the office of guarantee.

Where document code C505 is declared in DE 2/3 (Document Codes) and authorisation type code CGU is declared in DE 3/39 (Holder of the Authorisation), then the comprehensive guarantee reference number must be declared in this data element.

Enter the EORI number of the holder of the Cash Account being used to pay/secure any duties and charges where Method of Payment codes ‘N’ or ‘P’ are declared in DE 4/8 (Method of Payment).

Where an authorisation is granted under the ‘Authorisation by Customs Declaration’, provide the reference number for the guarantee or the account to be used as security (for example, General guarantee, Deferment or Cash account). The appropriate Method of Payment code must be declared in DE 4/8.

Notes

99 instances of this data element can be declared at header level. Refer to the Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes for specific guidance on the completion rules for this data element according to the guarantee requirements of the particular procedure being requested in DE 1/10 (Procedure Code).

DE 8/5 Nature of transaction (Box 24: Nature of transaction):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4 and H5 n..2 1x 1x

All declaration categories

Enter the relevant code for type of transaction concerned, using the Union codes and headings from the table below. Enter, a 2-digit code (second digit is optional), comprising a single-digit code from column:

  • A - mandatory
  • B - optional
A (Mandatory) B (Optional)
1. Transactions involving actual or intended transfer of ownership from residents to non- residents against financial or other compensation (except the transactions listed under 2, 7, 8) 1. Outright purchase/sale
2. Supply for sale on approval or after trial, for consignment or with the intermediation of a commission agent
3. Barter trade (compensation in kind)
4. Financial leasing (hire-purchase)(1)
9. Other
2. Return and replacement of goods free of charge after registration of the original transaction 1. Return of goods
2. Replacement for returned goods
3. Replacement (for example, under warranty) for goods not being returned
9. Other
3. Transactions involving transfer of ownership without financial or in-kind compensation (for example, aid shipments)  
4. Operations with a view to processing (2) under contract (no transfer of ownership to the processor) 1. Goods expected to return to the initial country of export
2. Goods not expected to return to the initial country of export
5. Operations following processing under contract (no transfer of ownership to the processor) 1. Goods returning to the initial country of export
2. Goods not returning to the initial country of export
6. Particular transactions recorded for national purposes  
7. Operations under joint defence projects or other joint intergovernmental production programmes  
8. Transactions involving the supply of building materials and technical equipment under a general construction or civil engineering contract for which no separate invoicing of the goods is required and an invoice for the total contract is issued  
9. Other transactions which cannot be classified under other codes 1. Hire, loan, and operational leasing longer than 24 months
9. Other

(1) Financial leasing covers operations where the lease instalments are calculated in such a way as to cover all or virtually all of the value of the goods. The risks and rewards of ownership are transferred to the lessee. At the end of the contract the lessee becomes the legal owner of the goods.

(2) Processing covers operations (transformation, construction, assembling, enhancement, renovation etc.) with the objective of producing a new or really improved item. This does not necessarily involve a change in the product classification. Processing activities on a processor’s own account are not covered by this item and should be registered under item 1 of column A.

Notes

One instance of DE 8/5 can be entered at header and item level. For paper declarations, the code from column A must be entered in the left-hand side of the data element. The code from column B (if declared) should be entered in the right-hand side of the data element.

DE 8/6 Statistical value (Box 46: Statistical Value):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1, H2, H3, H4 and H5 n..16,2 NA 1x

All Declaration categories

Enter the statistical value for the goods item in GBP (£ sterling), irrespective of the currency used in DE 4/10 (Invoice Currency).

This data element must be completed as required by the DE 1/10 Procedure Code completion notes - see Appendix 1: DE 1/10: Requested and Previous Procedure Codes for details or Appendix 5: DE 2/3: Documents and Other Reference Codes for details.

Notes

The statistical value is the approximate theoretical value of the goods at the time and place where they enter the territory of the member state in which they are located at the time of release into the customs procedure (‘importing member state’). The statistical value is to relate to this member state.

Therefore, the statistical value consists of the (intrinsic) value of the goods and the incurred or calculated cost for transport and insurance from their point of the transport related departure to the point of entry into this member state.

Value of the goods

Statistical value is based on the value of the goods. Value of the goods shall be the customs value, where it’s determined (Title II, Chapter 3 of UCC ‘VALUE OF GOODS FOR CUSTOMS PURPOSES’) Where a customs value is not determined, the value of the goods shall be:

  • in the case of a sale or purchase - the price actually paid or payable for the imported goods
  • in other cases - the price which would, for the import, reasonably be invoiced in the case of sale or purchase between a non-related buyer and seller

Currency conversion

The Statistical Value must be expressed in the national currency of the member state where the customs declaration is lodged. Values which are, for example, on documents, expressed in another currency (for example, invoiced currency of the goods), need to be converted. The rate of exchange to be used is the rate applicable at the time the customs declaration is accepted, and according to Union customs provisions on currency conversion relating to the determination of the customs value (Article 146 UCC-IA).

Other costs

The Statistical value must include only ancillary charges. These are the actual or calculated costs for transport and, if they are incurred, for insurance, but covering only that part of the journey which is outside the statistical territory of the ‘importing member state’. If transport or insurance costs are not known, they need to be assessed reasonably on the basis of costs usually incurred or payable for such services (considering especially, if known, the different modes of transport).

Other costs in relation to a customs value

The customs value at the EU border has to be complemented by ancillary costs up to the border of the importing member state. In case the customs value includes ancillary costs beyond the border of the importing member state (for example, ‘CIF ‘final destination’’), these costs shall not be included in the statistical value. If applicable, overall ‘other costs’ must be split up for example, on a kilometre pro rata basis.

Other costs relating to more than one item on the import declaration

If the ancillary charges (such as transport and insurance) relate to several items on an import declaration, the respective ancillary costs for each individual item must be calculated on a relevant pro rata basis, for example, kg or volume.

Statistical value in case of processing (import)

This applies only where the commercial transaction is not a sales contract, but a contract for service (‘processing’ contract) - imports for inward processing. For goods which are to enter the Union for inward processing, the statistical value must be established by taking the value of the unprocessed goods - re-imports after outward processing. For goods which underwent outward processing and return to the Union, the statistical value must be established by taking the value of the previously exported unprocessed goods plus the value added during the processing. Refer to the specific [Procedure Code completion notes in Appendix 1: DE 1/10: Requested and Previous Procedure Codes for more details.

Currency conversion

The Statistical Value must be expressed in the national currency of the member state where the customs declaration is lodged. Values which are, for example, on documents, expressed in another currency (for example, invoiced currency of the goods), need to be converted.

The rate of exchange to be used is the rate applicable at the time the customs declaration is accepted, and according to Union customs provisions on currency conversion relating to the determination of the customs value (Article 146 UCC-IA).

DE 8/7 Writing-off (Box 44):

Declaration categories Field format No. of occurrences at header level No. of occurrences at item level
H1 and I1 Document type
(Union codes) a1 + an3 +
or
(national codes): n1 + an3 +
Document identifier and part: an..35 +
(document identifier: an..30, part: an..5)
Document Status: a2 +
Reason: an..35 +
Issuing authority name: an..70 +
Date of validity: an8 (yyyymmdd) +
Measurement unit and qualifier, if applicable: an..4 +
Quantity: an..16,6
NA 99x

Declaration category H1 and I1 only

This data element is combined for declaration purposes with data element 2/3. Refer to DE. 2/3 (Document Codes) for its completion rules.

Published 1 August 2018