Customers

The Customer Master Data module manages all information about your clients who require customs clearance services. Comprehensive customer data ensures accurate declarations, efficient invoicing, and regulatory compliance.

Customer Master Data

Creating a Customer

1. Navigate to Customers in the main menu
2. Click New Customer
3. Fill in the customer details across multiple tabs

Basic Information

Identification

• Customer Code: Unique internal identifier (auto-generated or manual)
  • Format: Alphanumeric, no spaces (e.g., CUST-001, ACME)
  • Used in declarations, dossiers, and invoices
  • Cannot be changed after creation
• Name: Legal company name (required)
• Trade Name: DBA or trading name (if different)
• Active: Toggle to deactivate customer (prevents new declarations)

Company Details

• Registration Number: Chamber of Commerce (KVK) number
• VAT Number: BTW identification number (format: NL123456789B01)
• EORI Number: Economic Operator Registration and Identification
  • Format: NL followed by 12 digits (e.g., NL123456789012)
  • Required for all customs declarations
  • Validated against EU EORI database
• Tax Residence: Country of tax residence (usually NL)

Address Information

Business Address

• Street and Number: Physical business address
• Additional Address: Building, floor, or unit
• Postal Code: Dutch format (1234 AB)
• City: Municipality
• Country: Country code (NL for Netherlands)

This address is used for:

• Declaration party information
• Document delivery
• Official correspondence

Billing Address

• Same as Business Address: Toggle if identical
• Street and Number: Billing address if different
• Postal Code, City, Country: Billing location details

Used for:

• Invoices
• Financial statements
• Payment correspondence

Contact Information

• Phone: Primary business phone (format: +31 20 1234567)
• Mobile: Mobile contact number
• Email: Primary email for general correspondence
• Billing Email: Email for invoices (if different)
• Website: Company website URL

Customer Contacts

Add multiple contacts per customer for different purposes:

Adding a Contact

1. Open the customer
2. Go to the Contacts tab
3. Click Add Contact
4. Fill in contact details

Contact Fields

• Name: Full name of the contact person
• Role/Title: Job title or position (e.g., Logistics Manager, CFO)
• Department: Department (e.g., Logistics, Finance, Customs)
• Email: Contact’s email address
• Phone: Direct phone number
• Mobile: Mobile number
• Primary Contact: Toggle if this is the main contact

Contact Types

Assign contacts to specific functions:

• Declarations: Receives customs status updates
• Billing: Receives invoices and payment reminders
• Operations: Day-to-day logistics coordination
• Management: High-level reporting and escalations

Contact Notifications

Configure what each contact receives:

1. Open the contact
2. Go to Notifications
3. Toggle notifications:
   • Declaration submitted
   • Declaration accepted
   • Declaration released
   • Control notification
   • Transit status updates
   • Invoice sent
   • Payment reminder
   • Overdue notice

Customer Locations

Manage authorized goods locations (vergunningen) for customs clearance:

What are Goods Locations?

Goods locations are places where goods can be presented for customs clearance:

• Authorized Locations: Require a customs authorization (vergunning)
• Public Warehouses: Customs warehouses (types A, B, D)
• Addresses: Non-authorized locations (limited use)

Adding a Location

1. Open the customer
2. Go to the Locations tab
3. Click Add Location
4. Fill in location details

Location Fields

• Location Code: Internal code for this location (e.g., WH-RTM-01)
• Name: Descriptive name (e.g., “Rotterdam Warehouse”)
• Address: Full address of the location
• UN LOCODE: UN location code for ports/terminals (optional)
• Location Type: Select type:
  • Vergunning (Authorization)
  • Customs Warehouse
  • Address (non-authorized)

For Vergunningen

• Vergunning Type: Authorization type:
  • C001: Authorized Consignee (import simplification)
  • C002: Authorized Consignor (export simplification)
  • C003: Authorized Issuer of Proof of Union Status
  • C004: Authorized Exporter (preferential origin)
  • C005: Authorized Consignor (transit simplification)
  • Other codes as applicable
• Vergunning Number: The authorization number from customs
• Effective From: Start date of authorization
• Effective Until: Expiry date (leave blank if indefinite)

For Customs Warehouses

• Warehouse Type:
  • A: Public warehouse (open to all)
  • B: Public warehouse (specific goods)
  • D: Private warehouse (owner’s goods only)
• Warehouse Number: The customs warehouse authorization number
• Contact Person: Warehouse manager name
• Contact Phone: Warehouse contact number

Default Location

Set a default location for quick declaration creation:

1. Go to Locations tab
2. Click the Set as Default icon on a location
3. This location is pre-filled when creating new declarations

Customer Authorizations

Track customs authorizations beyond goods locations:

Authorization Types

Adding an Authorization

1. Open the customer
2. Go to the Authorizations tab
3. Click Add Authorization
4. Fill in:
   • Authorization Type: Select from the list
   • Authorization Number: The reference number from customs
   • Issuing Office: Customs office that granted it
   • Effective From: Start date
   • Effective Until: Expiry date
   • Notes: Any special conditions or remarks
5. Click Save

Using Authorizations

Authorizations enable special procedures:

• AEO Status: Simplified declarations, reduced guarantees, priority treatment
• EIDR (C514): H7 declarations without full data at time of release
• Inward Processing (C640): Suspend duties on imported materials for re-export
• Outward Processing (C644): Re-import processed goods with relief

When creating a declaration, Borderbolt checks the customer’s authorizations and enables appropriate procedure codes.

VAT Reverse Charge (FR7)

What is VAT Reverse Charge?

VAT reverse charge (BTW verlegging / FR7) shifts VAT payment responsibility from the importer to the customer, improving cash flow:

• No VAT paid at import
• VAT declared on periodic VAT return
• Requires authorization from Dutch Tax Authority

Checking Eligibility

Borderbolt automatically checks FR7 eligibility when creating import declarations:

1. Customer must have:
   • Valid VAT number (BTW-nummer)
   • Tax residence in the Netherlands
   • FR7 authorization from Belastingdienst
2. Declaration must be:
   • Import into free circulation (H1, H2)
   • Goods located in the Netherlands
   • Importer is the VAT-liable party

Configuring FR7

1. Open the customer
2. Go to the Billing tab
3. Toggle VAT Reverse Charge Eligible (if they have FR7 authorization)
4. Enter FR7 Authorization Number (if applicable)
5. Set FR7 Authorization Date (when granted)
6. Click Save

When creating declarations for this customer:

• Borderbolt automatically checks FR7 eligibility
• If eligible, prompts to apply FR7
• VAT is deferred to VAT return instead of paid at import

Linking Customers to Rate Cards

Assign pricing to customers via rate cards:

Assigning a Rate Card

1. Open the customer
2. Go to the Billing tab
3. Select Rate Card from dropdown
4. Rate card items now auto-populate on invoices for this customer
5. Click Save

See Invoicing for details on creating and managing rate cards.

Payment Terms

Set default payment terms:

1. Go to Billing tab
2. Select Payment Terms:
   • Net 7 days
   • Net 14 days
   • Net 30 days (standard)
   • Net 60 days
   • Net 90 days
   • Custom (specify number of days)
3. Click Save

Payment terms are automatically applied to new invoices for this customer.

Credit Limit

Set and monitor credit limits:

1. Go to Billing tab
2. Enter Credit Limit (e.g., €10,000)
3. Toggle Enforce Credit Limit to block new dossiers if exceeded
4. Current exposure is displayed (sum of unpaid invoices)

Credit limit warnings:

• Green: Usage < 75% of limit
• Yellow: Usage 75-100% of limit (warning)
• Red: Usage > 100% of limit (blocked if enforcement enabled)

Declarant Assignment

Assign which declarant(s) can make declarations for this customer:

What is a Declarant?

A declarant is your company’s authorized customs agent. Declarants are configured in Settings → Declarants and registered with Dutch Customs.

Assigning Declarants

1. Open the customer
2. Go to the Declarants tab
3. Click Assign Declarant
4. Select one or more declarants
5. Set as Default if this is the primary declarant for the customer
6. Click Save

When creating a declaration for this customer:

• The default declarant is pre-filled
• Only assigned declarants can be selected
• Prevents using unauthorized declarants

Customer Status and Activity

Active/Inactive Status

Mark customers as inactive to prevent new business:

1. Open the customer
2. Toggle Active to Inactive
3. Confirm the action

Effects:

• Customer appears in dropdown with “(Inactive)” suffix
• Cannot create new declarations or dossiers
• Existing declarations and invoices remain accessible
• Reactivate anytime by toggling back to Active

Customer Activity Log

Track customer interactions:

1. Open the customer
2. Go to the Activity tab
3. View:
   • Declarations created (date, type, MRN)
   • Invoices sent (date, amount, status)
   • Payments received
   • Authorizations updated
   • Rate card changes
   • User activity (who made changes and when)

Customer Metrics

View performance metrics:

1. Go to Activity tab
2. Metrics displayed:
   • Total Declarations: Count of all declarations (YTD, all-time)
   • Total Invoiced: Sum of all invoices (YTD, all-time)
   • Average Payment Time: Days from invoice to payment
   • Outstanding Balance: Current amount owed
   • Profitability: Average margin on dossiers

Bulk Operations

Importing Customers

Import multiple customers from CSV:

1. Go to Customers → Import
2. Download the CSV template
3. Fill in customer data in the template
4. Upload the completed CSV
5. Map CSV columns to customer fields
6. Review the preview
7. Click Import
8. Customers are created in bulk

Required CSV fields:

• Customer Code
• Name
• EORI Number
• Address, Postal Code, City, Country
• Email

Exporting Customers

Export customer data for reporting:

1. Go to Customers
2. Apply filters if needed (active only, specific region, etc.)
3. Click Export to CSV
4. Select fields to include
5. Download CSV

Use exports for:

• Backup
• Analysis in Excel
• Migration to other systems
• EORI validation batches

Best Practices

Data Entry

• EORI First: Always obtain and verify EORI before creating customer
• Complete Addresses: Fill in all address fields for declaration compliance
• Multiple Contacts: Add at least 2 contacts (primary + backup)
• Document Authorizations: Upload copies of vergunningen and authorizations

Maintenance

• Monthly Review: Review authorizations monthly for upcoming expiries
• Quarterly Cleanup: Archive inactive customers quarterly
• EORI Validation: Re-validate EORI numbers annually
• Update Contacts: Prompt customers to confirm contact details yearly

Security and Compliance

• Data Access: Restrict customer data access to authorized users only
• GDPR: Document legal basis for data processing
• Retention: Archive old customers per retention policy (typically 7 years)
• Audit Trail: Review activity log for unusual changes

Troubleshooting

EORI Validation Errors

“EORI format invalid”

• Ensure format is NL followed by exactly 12 digits
• Remove spaces or special characters
• Check for typos (e.g., O vs 0, I vs 1)

“EORI not found in database”

• Verify the EORI is registered with EU customs
• Check for registration delays (new companies)
• Contact customer to confirm correct EORI

VAT Number Issues

“VAT number format invalid”

• Dutch format: NL followed by 9 digits, then B, then 2 digits
• Example: NL123456789B01
• Remove spaces or special characters

“VAT reverse charge not available”

• Verify customer has FR7 authorization
• Check customer tax residence is Netherlands
• Ensure customer VAT number is valid
• Review declaration type (FR7 only for certain procedures)

Location/Authorization Issues

“Goods location not accepted by customs”

• Verify vergunning number is correct
• Check authorization is not expired
• Ensure location address matches authorization
• Contact customs to confirm authorization status

“Authorization code not recognized”

• Check the authorization type code is valid (e.g., C504, C640)
• Verify authorization number format
• Ensure effective dates include the declaration date

Related Topics

• Declarations - Create declarations using customer data
• Invoicing - Invoice customers and manage rate cards
• Dossiers - Group customer shipments into dossiers
• Settings - Configure customer-related settings