Portal Drafts

The Draft Declarations feature allows customers to create preliminary declarations that are submitted to you (the customs broker) for review, validation, and finalization before being sent to customs.

What are Draft Declarations?

Draft declarations are incomplete or unvalidated declarations created by customers. They contain the essential shipment data but may not include all required fields or may need verification by a customs expert.

Benefits of the draft system:

• Faster Data Collection: Customers provide data directly, reducing back-and-forth communication
• Reduced Errors: Customers know their shipments best and can provide accurate details
• Asynchronous Workflow: Customers can create drafts at any time; you review when ready
• Audit Trail: Full history of who created and modified the draft

Creating a Draft Declaration

Step 1: Start a New Draft

From the portal dashboard or drafts list, click “Create Draft Declaration”.

Step 2: Select Declaration Type

Choose the appropriate declaration type:

• H1: Import with full processing
• H7: Simplified import declaration
• B1: Export with full processing
• B4: Simplified export declaration

The available types depend on your configuration and what the customer is authorized to use.

Step 3: Enter Header Information

Provide general shipment information:

References

• Customer Reference: Your internal reference number
• UCR (Unique Consignment Reference): Optional tracking reference

Parties

• Consignor: Sender of the goods (exporter)
• Consignee: Recipient of the goods (importer)
• Declarant: Usually auto-filled from your profile

Transport

• Transport Mode: Sea, air, road, rail, etc.
• Transport Means: Vessel name, flight number, truck registration, etc.
• Departure Date: When goods left origin
• Arrival Date: Expected arrival at destination

Location

• Declaration Office: Customs office handling the declaration
• Goods Location: Where goods are physically located

Step 4: Add Declaration Lines

Each line represents a type of goods in the shipment. Click “Add Line” to create items.

For each line, provide:

Goods Information

• Item Number: Sequential number (1, 2, 3…)
• Commodity Code: HS/CN code (e.g., 8471.30.00)
• Description: Detailed description of the goods
• Country of Origin: Where the goods were manufactured

Quantities and Values

• Net Weight: Weight in kilograms
• Gross Weight: Including packaging
• Quantity: Number of units (if applicable)
• Statistical Value: Invoice value in EUR
• Invoice Currency: If different from EUR

Additional Information

• Packages: Number and type of packages
• Container Numbers: If goods are containerized
• Marks and Numbers: Shipping marks from packaging

Step 5: Attach Documents

Upload supporting documents for the declaration:

• Commercial Invoice: Required for most declarations
• Packing List: Details of goods and packaging
• Bill of Lading / AWB: Transport document
• Certificate of Origin: If preferential treatment claimed
• Other Certificates: Health, phytosanitary, etc.

Documents can be uploaded during draft creation or added later.

Step 6: Review and Save

Review all entered information. You can:

• Save as Draft: Save progress and continue later
• Submit for Review: Send the draft to your customs broker for processing

Managing Draft Lines

Adding Multiple Lines

For shipments with multiple goods types:

1. Click “Add Line” for each distinct product
2. Fill in details for each line
3. Use “Duplicate Line” to copy similar items and modify details

Editing Lines

Click on any line to edit its details. Changes are auto-saved when you move to another field or click “Save”.

Deleting Lines

Click the trash icon to remove a line. This action requires confirmation.

Reordering Lines

Drag and drop lines to reorder them. The item numbers will update automatically.

Draft Status

Drafts have several status states:

Draft Workflow

1. Customer creates and edits draft (In Progress)
2. Customer submits draft (Submitted)
3. Customs broker reviews (Under Review)
4. If issues found, broker requests clarification (Clarification Needed)
5. Customer updates and resubmits
6. Broker approves (Approved)
7. Broker converts to declaration (Converted)

Saving and Auto-save

• Auto-save: Draft data is automatically saved as you type (on blur)
• Manual Save: Click “Save Draft” to explicitly save
• Draft Recovery: If your browser closes, your draft is preserved

Submitting Drafts

When your draft is complete:

1. Review all header and line information
2. Ensure all required documents are attached
3. Click “Submit for Review”
4. Add an optional message to your customs broker
5. Confirm submission

Once submitted, you cannot edit the draft. If changes are needed, your customs broker will mark it as “Clarification Needed” and allow you to edit.

Draft Notifications

You’ll receive notifications when:

• Your draft is received by the customs broker
• The broker requests clarification
• The draft is approved
• The draft is converted to a declaration (with link to view the declaration)
• The draft is rejected (with reason)

Template Drafts

If you regularly ship similar goods, you can:

• Save a draft as a template
• Create new drafts from saved templates
• Modify template values for each new shipment

Templates are created by your customs broker and made available to you.

Access Control

• Regular Customers: Can only see and edit their own drafts
• Freight Forwarders: Can create drafts for multiple customer accounts using “My Customers”

Common Errors

Missing Required Fields

If you try to submit a draft with missing required fields, you’ll see validation errors highlighting:

• Which fields are missing
• Why they are required
• Suggested values (if applicable)

Invalid Commodity Codes

Commodity codes must be valid HS/CN codes. The system validates:

• Code format (8-10 digits)
• Code existence in the tariff database
• Code applicability for the declaration type

Document Upload Limits

• Max file size: 50MB per file
• Allowed types: PDF, Word, Excel, Images, CSV, XML
• Total files: No limit, but consider reasonable sizes

Next Steps

• File Import - Bulk create drafts from CSV/Excel
• AI Import - Create drafts from PDF documents using AI
• Portal Declarations - View finalized declarations