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User GuideEntry in Declarant's Records

Entry in Declarant’s Records

Entry in Declarant’s Records (sometimes called EIDR for short) is a simplified import procedure that lets you record goods in your own records the moment they arrive, and notify Dutch Customs afterwards. It is the fastest way to clear repeat shipments because you do not need to wait for a customs response before moving the goods on.

To use Entry in Declarant’s Records you need to be authorised by Dutch Customs. The authorisation lives on the customer record under Customers → Authorisations, and Borderbolt blocks any submission attempt for a customer that is not authorised.

This page explains the two flavours of Entry in Declarant’s Records, the advance notification step, the supplementary declaration step, the chain procedure exemption, and the 10-day deadline.

The two flavours

Entry in Declarant’s Records has two variants depending on how much information you can provide at the moment of recording:

VariantWhen to use it
Minimum datasetYou only have the basic identification of the goods and the customer at the time of recording. Use this for warehouse placement under the chain procedure where the full clearance details are not yet known.
Maximum datasetYou have the full set of clearance details at the time of recording — value, classification, origin, duty calculation. Use this for free-circulation imports where the goods will not pass through a warehouse first.

Borderbolt picks the right variant automatically based on the customs procedure on the declaration:

  • Procedures 51, 53, 71 (warehouse placement, inward processing, customs warehousing) → minimum dataset.
  • Procedures 40, 44 (release for free circulation, end-use) → maximum dataset.

The advance notification

Before goods physically arrive at your premises, you must send Dutch Customs an advance notification that tells them what is coming. The advance notification carries the registration reference and a short summary of the goods. Dutch Customs uses it to decide whether they want to inspect the consignment when it arrives.

To send an advance notification:

  1. Open the import declaration in Borderbolt.
  2. Confirm that Use Entry in Declarant’s Records is enabled in the declaration header.
  3. Click Send advance notification in the toolbar.
  4. Borderbolt sends the notification to Dutch Customs and shows the response in the declaration’s message log.

If Dutch Customs accepts the advance notification, the declaration moves to the notified state. If they reject it, the rejection reasons appear in the message log so you can correct the declaration and resend.

The supplementary declaration

After the goods have been recorded and notified, the maximum dataset already contains everything Dutch Customs needs and no further action is required. The minimum dataset, however, must be completed with a supplementary declaration that fills in the missing fields — value, classification, origin, duty calculation.

The supplementary declaration must be submitted within 10 days of the original recording. Borderbolt tracks this deadline automatically:

  • The declaration detail page shows an orange Incomplete banner while the supplementary is still due.
  • If the deadline passes without a supplementary being sent, the banner turns red and the declaration is marked Overdue.
  • The Reports section has an “Overdue supplementaries” view that lists every declaration that needs attention.

To submit a supplementary declaration:

  1. Open the original recording in Borderbolt.
  2. Click Create supplementary.
  3. Borderbolt copies the recording’s data into a new supplementary draft and links the two declarations together.
  4. Fill in the missing fields (value, classification, origin, etc.).
  5. Click Submit supplementary.

The supplementary cites both the registration reference and the customs reference of the parent recording on every line. If the parent was a warehouse placement and the goods were drawn down from stock, Borderbolt fills these references in automatically from the stock allocation — you do not need to enter them by hand.

The chain procedure exemption

The chain procedure is a Dutch Customs scheme that lets you skip the supplementary declaration in specific scenarios where the goods will be re-declared under another customs procedure shortly afterwards (for example, placement → clearance → export within a short window). When the chain procedure applies:

  • Borderbolt sets a chain procedure marker on the declaration header.
  • The 10-day supplementary deadline does not apply.
  • The orange Incomplete banner does not appear.
  • The next declaration in the chain cites the chain parent as its previous document.

To enable the chain procedure on a declaration, tick Use chain procedure in the declaration header before sending the advance notification. Borderbolt then includes the chain procedure marker on the outbound message and links the chain parent automatically.

Chain procedure participants are also required to submit a monthly Warehouse Audit File to Dutch Customs. See the Warehouse Audit File guide.

Daily supplementary batch

If you have many supplementary declarations to send, Borderbolt can group them into a daily batch that gets submitted to Dutch Customs in one go. The daily batch is enabled per organisation in Settings → Customs Integration, and it runs once per day during the night. Each batch:

  • Contains every supplementary declaration that became due in the last 24 hours.
  • Is grouped by declarant.
  • Is sent to Dutch Customs in chunks of up to 7,000 declarations per chunk.
  • Generates a confirmation log entry for each chunk so you can verify it landed.

You can also send batches on demand from Reports → Supplementary Batches → Send now.

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