Declarations

Borderbolt supports Dutch customs declarations for import, export, and emergency procedures. This guide covers the complete declaration lifecycle from creation to customs clearance.

Declaration Types

Import Declarations

Import declarations cover goods entering the Netherlands. Borderbolt supports several import types, including:

• Full import declarations with normal customs procedure
• Simplified import declarations (requires authorization)
• Import for free circulation from customs warehouse
• Import with special procedures (e.g., temporary admission)
• Import from excise warehouse
• Re-import after temporary export
• Entry in declarant’s records (EIDR)

Export Declarations

Export declarations cover goods leaving the Netherlands. Available types include:

• Full export declaration
• Simplified export declaration
• Export from customs warehouse
• Re-export after temporary import

Creating a Declaration

Starting a New Declaration

1. Navigate to Declarations in the main menu
2. Click New Declaration
3. Select the declaration type (import or export)
4. The declaration form opens with the header section

Header Fields

The declaration header contains essential information about the shipment:

Parties

• Importer/Consignee: The entity receiving the goods (import) — requires valid EORI number
• Exporter/Consignor: The entity sending the goods (export) — requires valid EORI number
• Buyer: The commercial purchaser (if different from importer)
• Seller: The commercial seller (if different from exporter)
• Declarant: Your company’s declarant details (auto-filled from settings)
• Representative: If acting as customs agent, specify the representation type

Customs Details

• Office of Entry/Exit: The customs office where goods enter or exit
• Procedure Code: Requested and previous customs procedure codes
• Total Invoice Amount: Total commercial value of the shipment
• Currency: Invoice currency (EUR, USD, GBP, etc.)
• Incoterms: Commercial terms (e.g., EXW, FOB, CIF, DDP)
• Exchange Rate: Auto-populated for non-EUR currencies

Transport Details

• Mode of Transport: Road, Sea, Air, Rail, Postal, Fixed Installation, Inland Waterway
• Transport Document: Bill of Lading, Airway Bill, or CMR number
• Container Number: For containerized shipments
• Seal Numbers: Container seal identification
• Nationality of Transport: Country code of the transport means
• Vehicle Registration: License plate or vessel registration

Goods Location

• Location Type: Authorization, Address, or Customs Warehouse
• Location Code: The authorized location identifier
• Address Details: For non-authorized locations

Adding Declaration Lines

Each declaration must have one or more lines representing the goods being declared:

1. Scroll to the Lines section
2. Click Add Line
3. Fill in the line details:

Line Fields

• Item Number: Sequential numbering (1, 2, 3…)
• HS Code: Harmonized System commodity code
• TARIC: Additional EU classification code
• Description: Detailed goods description
• Country of Origin: ISO country code
• Country of Dispatch: Where goods shipped from
• Country of Destination: Where goods are going

Quantities and Values

• Gross Mass: Total weight in kg (including packaging)
• Net Mass: Weight of goods only (excluding packaging)
• Supplementary Units: Additional units if required by tariff (e.g., liters, pairs)
• Invoice Amount: Line value in invoice currency
• Statistical Value: Value for statistical purposes
• Duty: Estimated or calculated import duty
• VAT: Value Added Tax amount

Packaging

• Package Type: Type of packaging (e.g., carton, pallet)
• Number of Packages: Quantity of this package type
• Shipping Marks: External package markings

Documents and References

• Documents: Attach supporting documents (e.g., invoice, packing list)
• Previous Document: Link to a previous declaration (for re-export, returns)
• Additional References: Container numbers, customs authorizations, licenses

Additional References

Additional references provide supporting information for the declaration:

• Container Numbers: Link containers to specific declaration lines
• Transport Documents: Associate transport document numbers
• Authorizations: Reference customs authorizations
• Licenses: Import/export permits or quota allocations
• Previous References: For follow-up declarations

Validation and Submission

Pre-Submission Validation

Before submitting to customs, Borderbolt performs comprehensive validation:

1. Click Validate in the declaration header toolbar
2. Review any errors or warnings:
   • Errors (red): Must be fixed before submission
   • Warnings (yellow): Review recommended but not blocking
   • Info (blue): Informational messages

Common validation checks:

• EORI number format and validity
• HS code format
• Required fields for declaration type
• Party address completeness
• Goods location authorization
• Document references
• Value and quantity consistency

Sanity Check

The sanity check provides a business logic review:

• Unusual HS code combinations
• High-value shipments requiring extra scrutiny
• Missing preferential origin documents
• Incomplete party information
• Missing transport documents

Submitting to Customs

1. Ensure all validation errors are resolved
2. Click Submit to Customs in the header toolbar
3. The submit modal opens with an overview of the declaration
4. For import declarations: Review the VAT Reverse Charge (FR7) section, which shows the customer’s eligibility status, VAT numbers (customer card vs declaration), and any mismatch warnings. You can trigger a fresh eligibility check by clicking Check now. See VAT Reverse Charge for details.
5. Check the required confirmation checkbox (VAT Reverse Charge confirmation for imports)
6. Click Submit to send the declaration to customs
7. Declaration status changes to Submitted

Customs Responses

After submission, customs will process the declaration and send responses. Borderbolt automatically processes these and updates the declaration status.

Acceptance

• Status: Accepted
• Declaration has been accepted by customs
• The MRN (Master Reference Number) is assigned
• Await release or a possible control notification

Control Notification

• Status: Control
• Customs requires physical inspection or document control
• Action Required: Provide requested documents or arrange inspection
• Types of control:
  • Physical Control: Goods inspection at customs office
  • Document Control: Submit additional documents
  • Combination: Both physical and document control

Release

• Status: Released
• Goods are cleared for release and can be collected or delivered
• Generate declaration documents (SAD, UTB) as needed

Rejection

• Status: Rejected
• Declaration has errors and cannot be processed
• Review the error details in the customs response
• Create a new declaration with the necessary corrections

Declaration Lifecycle

Status Flow

Standard:
Draft → Submitted → Accepted → Released
                         ↓
                    Control → Released

Advance declaration:
Draft → Submitted → Accepted → Advance notification → Accepted → Released

Incomplete declaration:
Draft → Submitted → Accepted → Supplementary declaration → Accepted → Released

Combined (incomplete + advance):
Draft → Submitted → Accepted → Advance notification → Accepted → Supplementary declaration → Accepted → Released

• Draft: Declaration being prepared
• Submitted: Sent to customs, awaiting response
• Accepted: Customs accepted the declaration
• Released: Goods cleared for release
• Rejected: Declaration rejected by customs
• Control: Under customs control/inspection
• Invalidated: Manually invalidated before acceptance

Declaration Variants

In addition to the standard declaration, Borderbolt supports five variants of import and export declarations. The variant determines whether you submit before the goods arrive, whether you can use reduced data, and what follow-up steps you must complete after acceptance.

You select the variant when you create the declaration, and Borderbolt then guides you through the correct lifecycle steps.

Advance Declarations

An advance declaration is submitted to Dutch Customs before the goods physically arrive at the declared goods location. This is typical for shipments where you want clearance to be ready the moment the truck, vessel, or aircraft arrives.

After the goods physically arrive, you must send an advance notification so Dutch Customs knows the shipment is on the spot and can finish processing the declaration.

Sending the advance notification:

1. Open the declaration detail screen.
2. A purple VOORAF banner appears at the top of an accepted advance declaration that has not yet been notified.
3. Click Send advance notification in the banner.
4. Borderbolt shows a confirmation modal with the message that will be sent. Review and click Confirm & Send.
5. The status updates as soon as Dutch Customs accepts the notification, and the declaration continues toward release.

Screenshot: purple VOORAF banner on an accepted advance declaration with the Send advance notification button.

Incomplete Declarations

An incomplete declaration is submitted with reduced data — typically because the full commercial information is not yet available at the time of submission, or because you operate under an authorization that allows recurring incomplete submissions.

After the incomplete declaration is accepted, you have one month to submit a supplementary declaration containing the remaining data. Borderbolt tracks this deadline for you and shows the days remaining in a banner on the declaration detail screen.

Sending the supplementary declaration:

1. Open the declaration detail screen.
2. An orange ONVOLLEDIG banner appears at the top of an accepted incomplete declaration. The banner shows how many days remain before the deadline.
3. Click Send supplementary declaration in the banner.
4. Borderbolt shows a confirmation modal with the message that will be sent. Review and click Confirm & Send.
5. The status updates as soon as Dutch Customs accepts the supplementary declaration, and the declaration continues toward release.

Screenshot: orange ONVOLLEDIG banner on an accepted incomplete declaration with the Send supplementary declaration button.

Combined Incomplete Advance Declarations

If your declaration is both an advance declaration and an incomplete declaration (variants “incomplete advance, incidental” and “incomplete advance, regular”), the order of follow-up steps matters:

1. First, after the goods arrive, send the advance notification.
2. Only after the advance notification has been accepted by Dutch Customs, send the supplementary declaration.

Borderbolt enforces this order: the Send supplementary declaration button stays disabled until the advance notification has been accepted. The detail screen shows both banners (purple VOORAF and orange ONVOLLEDIG) so you can see exactly which step is next.

Declaration Actions

Copy Declaration

Create a duplicate of an existing declaration:

1. Open the declaration
2. Click Copy in the toolbar
3. A new draft is created with all data copied
4. Modify as needed for the new shipment

Useful for recurring shipments with similar goods.

Invalidate Declaration

Cancel a submitted declaration that hasn’t been accepted:

1. Open the declaration (status must be Submitted)
2. Click Invalidate
3. Provide a reason for invalidation
4. Customs will process the invalidation request

Control Response

Respond to a customs control notification:

1. Declaration status shows Control
2. Click Control Response
3. Upload requested documents
4. Provide written explanations if needed
5. Submit the response to customs

APE - Alternative Proof of Export

For export declarations, provide proof of exit from the EU:

1. Open the export declaration (status: Released)
2. Click APE
3. Select the proof type:
   • Copy of export declaration from destination country
   • Commercial documents proving delivery
   • Transport documents with exit confirmation
4. Upload supporting documents
5. Submit APE to customs

Document Management

Uploading Documents

Each declaration can have multiple attached documents:

1. Open the declaration
2. Click Documents in the header toolbar
3. Click Upload Document
4. Select the document type:
   • Invoice
   • Packing List
   • Bill of Lading
   • Airway Bill
   • Certificate of Origin
   • EUR.1
   • Health Certificate
   • Other supporting documents
5. Upload the file (PDF, Word, Excel, or images up to 50MB)
6. Add notes or reference numbers
7. Click Save

Viewing Documents

• Click on any document to view it inline
• Download documents using the download icon
• Documents are stored securely per company

Generating PDFs

SAD - Single Administrative Document

Generate the official customs declaration form:

1. Open a released or accepted declaration
2. Click Generate SAD
3. Select the number of copies (typically 1-3)
4. The SAD PDF is generated and auto-downloaded
5. Print and attach to the shipment if required

The SAD contains:

• All declaration header and line data
• Barcoded MRN for scanning
• Declarant and party information

UTB - Uitnodiging tot Betaling (Invitation to Pay)

Generate the customs duty payment invitation:

1. Open a released declaration with duty owed
2. Click Generate UTB
3. The UTB PDF shows:
   • Total duty and VAT amounts
   • Payment reference number
   • Bank account details
   • Payment deadline
4. Forward to customer for payment processing

Noodaangifte - Emergency Procedure

For emergency declarations when the electronic system is unavailable:

1. Create a declaration draft
2. Click Generate Noodaangifte
3. A simplified PDF declaration is created
4. Print and submit manually to customs
5. Later, finalize the electronic declaration

IIAA - Intra-Community Acquisition

Generate the IIAA document for EU arrivals:

1. Open a declaration for goods from another EU member state
2. Click Generate IIAA
3. The IIAA shows VAT calculation details
4. Use for VAT accounting purposes

Duty Estimate Calculation

Before submission, estimate the total customs charges:

1. Ensure all lines have HS codes entered
2. Click Calculate Duty Estimate
3. Borderbolt retrieves current duty rates from the tariff database
4. Each line shows:
   • Customs duty rate and amount
   • VAT rate and amount
   • Excise duty (if applicable)
   • Anti-dumping duties (if applicable)
5. Total estimated charges displayed in the header

The estimate helps you quote costs to customers before formal submission.

Pre-Calculation PDF

Generate a detailed cost breakdown:

1. After calculating duty estimate
2. Click Pre-Calculation PDF
3. The PDF includes:
   • Line-by-line duty breakdown
   • Rate basis (ad valorem, specific, mixed)
   • Preferential rates applied (if EUR.1 or origin declared)
   • Total summary
4. Share with customer for approval

Best Practices

Data Entry Tips

• Use Templates: Save time by copying similar declarations
• Item Master: Pre-configure commonly declared items
• Customer Defaults: Set default declarant, location, and incoterms per customer
• Auto-Save: Declaration data auto-saves on field blur — no need to click Save

Before Submission

• Review all party EORI numbers
• Verify HS codes are correct and complete
• Check goods description is sufficiently detailed
• Ensure all required documents are attached
• Run validation and fix all errors
• Generate pre-calculation for customer approval

After Submission

• Monitor customs responses in the Declarations list
• Set up email notifications for status changes
• Generate SAD/UTB promptly after release
• Archive supporting documents with the declaration
• Update dossier status if using dossier management

Troubleshooting

Common Validation Errors

“EORI number format invalid”

• Ensure the EORI number is in the correct format
• Check for spaces or special characters
• Verify the EORI is registered in the customer master data

“HS code format invalid”

• Check the HS code format
• Do not include dots or spaces
• Verify against the EU TARIC database

“Goods location not authorized”

• Confirm customer has a valid goods location authorization
• Check the location type matches the authorization
• Update customer locations in the master data

“Missing required document for procedure”

• Review the procedure code requirements
• Attach required licenses, permits, or certificates
• Ensure document types are correctly selected

Submission Issues

“Declaration rejected by customs”

• Open the declaration and review the rejection details
• Check the error messages provided by customs
• Create a new declaration with corrections
• Common fixes: party addresses, HS codes, procedure codes

“No response after 30 minutes”

• Check customs connectivity in Settings → System
• Verify network connectivity
• Contact customs help desk if persistent
• Declaration may be in manual review queue

“Control notification received unexpectedly”

• Review the control type and details
• Common triggers: high value, restricted goods, random selection
• Prepare requested documents promptly
• Contact customs officer if clarification needed

Related Topics

• Transit Declarations — Transit procedures
• Dossiers — Group declarations into projects
• Customers — Manage customer master data and locations
• Item Master — Pre-configure HS codes and descriptions
• AI Import — Auto-create declarations from email documents