This page is dedicated to AES PLUS/NCTS PLUS, that is, the changes to customs systems for handling export and transit, which will affect all shipments requiring customs clearance. It will allow you to familiarise yourself with the latest information and prepare for the upcoming changes.
We also encourage you to watch the webinar, in which DHL Express experts discuss these changes in detail.
From 31 October 2024, the customs clearance process for sending shipments outside the European Union countries will change, following a decision by the European Union, affecting all Member States. New versions of the customs handling systems for Export (AES PLUS) and Transit (NCTS PLUS) will be implemented.
The most significant change will be in the export process. Currently, customs authorities authorise DHL Express, as a customs agency, to carry out self-service customs clearance and apply so-called simplified on-site clearance. This allows DHL Express to independently classify a customer’s shipment for export, resulting in the automatic release of declarations within 30 minutes, which significantly streamlines the entire customs process.
From the date of the new systems’ implementation, as a general rule, submitted customs declarations will be subject to assessment by a customs and tax officer each time. The customs office will decide whether additional clarification is required from the business to determine if the shipment can be cleared for export. This may, in turn, lead to transport delays.
TRANSIT – NCTS+ SYSTEM (IMPLEMENTATION: 31.10.2024)
WHAT REMAINS UNCHANGED?
The procedure for closing a transit operation
To ensure the proper completion of a transit operation, it must be closed within the specified timeframe and followed by the next procedure or temporary storage of the goods.
The simplified procedure remains in place
DHL Express holds authorised consignor status, which means we guarantee declaration processing times according to established standards.
Handling of messages from the DHL customs agency
Once the goods are released for the declared procedure, we send email notifications to the specified addresses. The email includes the Transit Accompanying Document (TAD) in PDF format and submission attachments.
Transit Accompanying Document (TAD)
The Transit Accompanying Document (TAD) is generated in the NCTS system and is an essential document in the goods transit process.
WHAT IS CHANGING?
New data: customs tariff code
In the transit declaration, it is necessary to provide the customs tariff code. This is required to calculate and secure any potential customs debt during the movement of goods.
XML message codes
During transit clearance, special XML format messages are generated. These messages have unique codes, such as IE029 and IE045. The codes IE029 and IE045 will change to IE029PL and IE045PL, respectively.
Structure of customs declaration numbers
An example customs declaration number, such as 24PL443020NU6VQXX9, may be changed to 24PL443020NU0274J7. This information is essential for companies that use their own automation mechanisms for data handling.
Transit Accompanying Document (TAD) – visualisation
The Transit Accompanying Document (TAD) will be structured as a form consisting of two pages. The second page of the form will contain shipment identification data, which is essential for the proper flow of goods.
Identification of entities solely by EORI number
For identifying entities in customs documents, it is recommended to use only the EORI number (NIP, REGON). It is important to verify the data and, if necessary, update the information in the PUESC/EORI system.
The transit procedure involves the movement of goods under customs supervision, and this rule remains unchanged. Goods must be immediately reported to the destination customs office to initiate the next procedure. Although the appearance of the accompanying document will change, it will still display elements required to establish the identity of the goods. Shipments sent through the DHL network are identified by the waybill number indicated under code N703.
Regardless of the form, all shipments are subject to formal customs clearance. The required documents include an invoice with a translation.
All currently used channels for shipment notification remain available to our customers. We encourage the use of electronic systems such as MyDHL+.
You will receive notifications confirming the export and departure of goods. These are automatically sent to the specified email addresses in XML and HTML formats.
The discontinuation of the ‘simplified on-site procedure’ means that export clearances will be conducted in accordance with the standard procedure, which requires handling by the National Revenue Administration (KAS).
Following the implementation of new export customs handling systems, the messages IE529/IE599 will be replaced by CC529C and CC599C or CD599C.
An example customs declaration number, such as 24PL443020E1234567, will be changed to 24PL4430200007YPB2. This information is essential for companies that use their own automation mechanisms for data handling.
In customs documents, entity identification will rely solely on the EORI number (NIP, REGON). Verification and, if necessary, updating of data in the PUESC/EORI system are required.
The process of sending shipments remains unchanged. Customers who use product descriptions in the form of indexes or symbols on invoices should ensure that translations of the contents in descriptive form are attached to facilitate product classification or verification. Before the introduction of the new systems, it is advisable to validate the accuracy of the customer’s data in the EORI database, particularly if the entity has changed its address or organisational form. Customers using the form to issue export invoices in the MyDHL+ application should include the NIP or EORI identifier in the sender or exporter data.
Check how to create an electronic customs invoice in MyDHL+
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The changes in customs systems are the result of EU customs code regulations. The goal is to standardise all systems into a single, common data format.
The technical implementation of the changes may cause disruptions. We recommend monitoring announcements provided by the National Revenue Administration (KAS).
In the event of unavailability or slowdown of customs systems on the side of the customs and tax authority, we will implement all possible solutions to minimise potential delays.
To ensure timely delivery of priority shipments, we recommend sending them in advance. This will allow time for customs procedures and other factors that may impact delivery times to be taken into account.
We assure you that transportation services and customs formalities will be carried out according to the highest standards to ensure full compliance with regulations.
We recommend the following actions:
Verification and, if necessary, updating of company data in PUESC/EORI
Communication of organisational changes, particularly informing finance departments about changes to export message codes and data layout on documents
Taking potential disruptions into account in shipping plans for the period from 31.10 to 08.11.2024.
The change from the AIS/IMPORT system to AIS PLUS is currently planned for 01.01.2025.
If we hold a current authorisation, there is no need to update it. However, if we have only one type of authorisation (e.g., only indirect), we may see the need to obtain direct authorisation as well. In such cases, DHL Customs Agency will contact selected clients.
Delays, especially in the initial period, are likely, particularly if the Ministry of Finance’s system implementation causes a technical downtime or instability.
It is also difficult to predict the impact of the discontinuation of the ‘on-site procedure’. Previously, with the simplified (export) procedure, we had a guaranteed clearance time of 30 minutes. In the new system, without this option, the final processing time for declarations is not guaranteed.
DHL, as a courier company, will actively use the customs declaration format for many shipments valued up to EUR 1,000 each. You can find more information about this type of clearance on our website in the DHL Express Export Dictionary under the ‘Courier Customs Clearance’ section.
As a reminder, courier declarations cannot be used for regulated goods, such as excise goods or goods for export that require a permit.
To update data, the WPR0002 form must be completed and submitted. This task must be performed by an individual registered in PUESC as the ‘company representative’.
If there is no such person, the first step is to register new authorisation for a company employee, and then update the company’s data.
Register a new person -> submit the WRR0001 form.
If there is an authorised person who is unable to submit the update request, registration in SZPROT via the WPE0001 form is required.
We encourage you to watch the webinar on customs system changes effective from 31.10.2024.
The TC Number is a tax identification number assigned in a third country; this field is intended for businesses based outside the EU registering for customs purposes in the EORI database. If your company is registered and based in Poland, this field may be left blank.
The REX Number is the registration number in the database as an exporter confirming the preferential origin of goods. Learn more about this tool here: Registered Exporter System (REX).
In the event of a company data change, DHL Express must be notified immediately.
We encourage you to consult the information in the Export Dictionary, under the ‘Updating Company Data’ section.
Formally, no; however, due to the manual handling of customs declarations, we request verification of the documents attached to the shipment and confirmation of comprehensive product descriptions in Polish.
The process for ordering a courier and sending a shipment in the MyDHL+ application remains unchanged.
Entities with AEO status benefit from several privileges, and holding this status may impact the speed of customs clearance and the frequency of inspections.
Individuals (not operating a business) are not required to obtain an EORI number. An exception applies to creators seeking protection for their intellectual property with the Customs Office.
The customs tariff is a dynamic tool, continuously updated, especially regarding tariff, non-tariff, and tax tools. Changes to code nomenclature are made annually on 1 January. Customs publishes correlation tables in the ISZTAR browser. Tariff updates and the implementation of PLUS systems are not directly linked.
There is no need to change the export order form. Orders submitted in a fixed form remain valid. Downloadable forms can be found in the Export Dictionary, under the ‘Export Customs Clearance Order’ section.
