CDSSG07020 - Step-By-Step Guide, Step 2 - Understanding CDS Declaration Data Elements: Identifying the minimum data elements required

Once the Declaration Category is selected in Step 1 of this process (please see section CDSSG06000), it must be used to identify the data set for the particular customs declaration or Customs Clearance Request (CCR) being made.

You will need to open the relevant appendix (identified in Step 1) for the specific Movement Type and Type of Declaration being made to find the data set that should be used to declare the goods to CDS.

Each Declaration Category has its own data set, it is vital that the correct Declaration Category is selected (see Step 1: CDSSG06000) as it will affect the data elements to be declared and the rules on how they should be completed.

 If the wrong Declaration Category is selected, the customs declaration or CCR will fail validation and be rejected by CDS.  It is therefore important to check that the correct Appendix is selected for the chosen Declaration Category.

Declaration Categories Index List

The index list below details all the Declaration Categories (data sets) that are used on CDS. 

It provides the:

• Appendix number for each,
• Type of movement it relates to,
• Declaration Category reference and
• Description of each.

Appendix	Movement Type	Declaration Category	Description
21A	Imports	H1	Declaration for release for free circulation and special procedure: specific use (end use)
21B	Imports	H2	Special procedure: storage (customs warehousing)
21C	Imports	H3	Special procedure: specific use (temporary admission)
21D	Imports	H4	Special procedure: processing (inward processing)
21E	Imports	H5	Declaration for the introduction of goods in the context of trade with special fiscal territories
21H	Imports	H7	Super Reduced Data Set (SRDS)
21F	Imports	I1 C&F	Import simplified declaration with regular use (D.E. 1/2 codes C&F)
21G	Imports	I1 B&E	Import simplified declaration on an occasional basis (D.E. 1/2 codes B&E)
22A	Exports	B1	Export Standard Declaration or Re-export Standard Declaration
22B	Exports	B2	Special Procedures –Declaration for Outward Processing
22C	Exports	B4	Declaration for dispatch of goods to a Special Fiscal Territory or Territory with which the EU has formed a Customs Union
22D	Exports	C1 C&F	Export or Re-export Simplified Declaration with regular use (D.E. 1/2 codes C&F)
22E	Exports	C1 B&E	Export or Re-export Simplified Declaration on an occasional basis (D.E. 1/2  codes C&F)
23A	Inventory Releases	C21i	(Air) Port Customs Clearance Request – Imports
23B	Inventory Releases	C21i EIDR NOP	(Air) Port Customs Clearance Request – Imports released using Entry in Declarants Records (EIDR) where the C21 is also used to provide the Notification of Presentation (NOP).
23C	Inventory Releases	C21e	(Air) Port Customs Clearance Request - Exports
23D	Inventory Releases	C21e EIDR NOP	(Air) Port Customs Clearance Request – Exports released using Entry in Declarants Records (EIDR) where the C21 is also used to provide the Notification of Presentation (NOP).
24A	Final Supplementary Declarations	FSD	Final Supplementary Declaration (FSD) Reports for Simplified Declaration Procedure (SDP) Regular Use and Entry in Declarants Records (EIDR)

Once the correct Appendix is opened, it is then necessary to identify which data elements within the Declaration Category data set table need to be provided.  Please see section CDSSG07010 for guidance on how to read the tables.

How to identify the data elements that may be required:

The following actions must be taken to identify which data elements form part of the data set for the chosen Declaration Category and may therefore be required to be declared to CDS.

Identify which data elements are shown as:

1. Not Required (NR).
2. Always Required (Mandatory)
3. Choice for the declarant to decide whether to provide or not (Optional)
4. Dependent on the circumstances applicable to the particular customs declaration or customs clearance request (CCR)

Some Declaration Categories require more data elements to be completed than others.  If a data element is shown as ‘A for Always’ on a particular Declaration Category and is not provided, CDS will reject the customs declaration or CCR

It is therefore crucial to ensure the correct Appendix and declaration category is used.  If the wrong declaration category  is used it may mean the declaration is rejected as a required data element has not been completed. 

For example:

An H1 declaration category includes 75 different data elements. 

SAD H Box No.	DE No.	DE Name	Symbol		Note
20	4/1	Delivery terms	D	Y	[16] [20a] [31]
	4/2	Transport charges method of payment			NR
47	4/3	Calculation of taxes – Tax type	D	X	[18]
47	4/4	Calculation of taxes – Tax base	D	X	[18a] [31]
47	4/5	Calculation of taxes – Tax rate			NR
47	4/6	Calculation of taxes – Payable tax amount	D	X	[18b]
47	4/7	Calculation of taxes – Total	D	X	[18b]
47	4/8	Calculation of taxes – Method of payment	D	X	[18]

An H2 declaration category only includes 47.

SAD H Box No.	DE No.	DE Name	Symbol		Note
20	4/1	Delivery terms			NR
	4/2	Transport charges method of payment			NR
47	4/3	Calculation of taxes – Tax type			NR
47	4/4	Calculation of taxes – Tax base			NR
47	4/5	Calculation of taxes – Tax rate			NR
47	4/6	Calculation of taxes – Payable tax amount			NR
47	4/7	Calculation of taxes – Total			NR
47	4/8	Calculation of taxes – Method of payment			NR

Identifying Required Data Elements

NR or Not Required

Each Declaration Category specifies the data elements which are required.  Where a data element states Not Required or NR then that specific Data Element is not used for that Declaration Category and should be left blank.

It is important to remember that is a Not Required (NR) data element does get completed and submitted to CDS then:

• The data element’s completion rules must be adhered to (i.e., format/ length etc.)
• If that data element is linked for validation purposes to any other Not Required data elements for that Declaration Category  then they must also be completed or the declaration will not pass validation and will be rejected by CDS.

For example, if data element 4/16 (Valuation Method) was completed on an H2 with a value of ‘1’, then CDS will also expect the following data elements from Group 4 that are shown as NR to be completed:

• 4/1 (Delivery Terms)
• 4/13 (Valuation Indicators)
• 4/14 (item price)

A for Always Required (Mandatory)

All data elements shown in the chosen Declaration Category as code A must ALWAYS be completed.  There are no circumstances in which it may be left blank.

It is important to check the specific Declaration Category to check which are shown as Always for that particular data set.  Just because a data element is shown as A on one Declaration Category, it may not be mandatory on another.  For example, Data Element 3/39:

On an H2 Declaration Category is shown as A for Always (mandatory)

SAD H Box No.	DE No.	DE Name	Symbol		Note
	3/39	Holder of the authorisation identification n	A	Y

On an H3 Declaration Category is shown as D for Dependent.

SAD H Box No.	DE No.	DE Name	Symbol		Note
	3/39	Holder of the authorisation identification n	D	Y	[12f]

D for Dependent on Circumstances

These data elements will have a reading note attached that will provide information on when the data element requires completion or the circumstances in which it may be left blank.

In order to identify in which circumstances these data elements are required the follow actions should be taken:

• The Reading Notes (see section CDSSG07040) shown in the Declaration Category data set table against the data elements should be reviewed to identify when the data element is needed
• Any guidance for that specific data element contained within Appendices 1 and 2 for the chosen Procedure and Additional Procedure Codes (see section CDSSG07050) should be reviewed to identify any specific completion rules that state it must be completed.
• The main Declaration Completion Instructions should be consulted for more information on the specific circumstances in which the data element is required.  Any rules shown against the specific Declaration Category take precedence over the ‘All Declaration Categories’ requirements. Please see section CDSSG07060 for more guidance.

C for Choice (Optional for the declarant to Choose to provide)

The CDS system will not require any information to be declared in these data elements.    They are completed purely at the Choice of the individual making the declaration.

Where the declarant chooses to complete them, the rules on how they should be declared which are contained within the main Declaration Completion Instructions should be followed.