Why do I have to make an export declaration?
Since 2009, customs only accepts export declarations that are submitted in digital form. This immediately eliminated all the paperwork and left people who were faced with the problem of declaring their exports online.
An online export declaration seems simple at first glance, but when you are confronted with the issue, questions quickly arise:
- From when do I have to declare my goods?
- What information do I need for my export declaration?
- And most importantly: How does an export declaration work?
To give you a better understanding we, the BX Components AG have summarized and explained the 8 most important steps of an export declaration in the two-stage simplified procedure for you.
1. Create an export declaration
Shipments of goods to other EU countries usually have to be declared to customs if the value of the goods is more than 1,000 €, but in some cases a declaration is also required for smaller sums, such as dual-use goods.
There are two options to declare your goods:
a) Manually via the Customs Portal IAA PLUS or another export solution
Therefore you need the invoice and the delivery note of your shipment. These documents usually contain all relevant data for your export declaration.
b) By integrating an export solution into your ERP system
A big chunk of the data will be automatically transfered from the ERP system into the export declaration.
2. Check data
Before sending the export declaration finally to the customs, all declared data Need to pass a plausibility check given by customs. Primarly, this plausibility check shows whether the fields have been filled correctly accourding to the guidlines concerning the formats, field lengths and field dependencies.
3. Send the export declaration to the customs
If your export declaration has successfully passed the plausibility check, your data will be transferred to customs. This can be done in two ways:
a) Independent via a portal
Therefore you send the data directly via the customs portal IAA PLUS.
b) Via an export solution
Either you transmit your data directly to customs
Your data will be sent to customs via the provider of the export solution as a decentralized communication partner.
4. Have the information verified by customs
As soon as the data haven been arrived at customs they again have to be checked. The focus here is on the correctness of the content, e.g. whether all goods are included in the declared authorisation.
5. Acceptance of the declaration by the customs
If no error is found in the second check by Customs either, the Customs shall accept the order. Each transaction accepted by Customs is assigned an individual MRN by which it can be identified.
6. The cession of the application and the EAD
After your goods have been successfully declared and approved or inspected by customs, your transaction is given the status of release by customs. You receive the export accompanying document (EAD), which replaces the paper export declaration and must accompany each of your shipments.
7. Shipping the goods
Once you have received the EAD, you can send your goods together with the export accompanying document and any accompanying documents. The three most commonly used documents are the ATR, the IP and the EUR1.
8. The goods cross the border and leave the EU
If the goods leave the EU, they are checked and recorded at the last customs office. An export certificate document (in german: AND) is issued to prove that the goods have left the country legally.
What to do if the goods have left the EU but you have not received an export certificate document? In this case, customs have not recorded your shipment. It is now up to you to prove through documents and evidence that your goods have left the EU and arrived at their destination. This process of resubmission is also called tracking.
Now you know the most important points of the export declaration and have hopefully gained a deeper insight into some customs regulations. Should you still be unsure of some terms, please feel free to have a look at our glossary/FAQ!
Do you need further assistance with your export declarations? Then our export solution AES FOR YOU! is exactly the right thing for you.
Glossary ATLAS Export declaration – FAQ
What is a customs office of export?
What is a customs office of exit?
What does MRN stand for?
Export accompanying document (EAD)
Export certificate document (AND)
Whats the differents between a main pack and enclosed goods?
For what does the shortcuts CO, EFTA & EX stand?
- were manufactured within the EU and were not supplemented with parts from third countries.
- or supplemented or constructed with parts from a third country which is allowed to trade duty free with the EU.
EFTA goods are goods that are traded within countries belonging to the European Free Trade Association (EFTA).
EX goods are goods that are sent to a third country without a free trade agreement. Here, customs duties are incurred for transfer.
What are Incoterms?
The exporting country or the country of destination
The destination country is the country in which you want to send your goods. It is important to note that the destination country is the last country your goods will arrive. All countries that are passed in between are only relevant for your transport route.
Means of Transport
What is the difference between gross mass, net mass and total mass?
- the gross mass of your individual goods items, i.e. the weight of your goods including the weight of the packaging.
- the net mass of your goods, means the actual weight of your respective goods items without their packaging.
- the total mass, this indicates the total weight of all goods items of your shipment with their packaging
Goods accompanying documents and goods movement certificate
The most important ones are :
- delivery note
- consignment note
Movement certificates are certificates which, depending on their origin, certify that your goods are duty free or duty paid at a lower rate.
The most frequently used are:
- EUR1: This certificate is a proof of preferential treatment, it is attached to goods traded within bilateral and multilateral agreements of the EU. It is recognised as a certificate of origin in the foreign trade sense.
- ATR: You enclose this certificate with goods that you trade directly between an EU member state and Turkey in free movement of goods.
- UZ: The shortcut UZ stands for certificate of origin. The UZ is a document that certifies the actual origin of your goods.