Creating a DOCOM
As EO (economic operator) or Local Authority user
Select the commodity. On the homepage, click on “Documents” and then on “DOCOM”:
Click on the green button “+ Create new Commercial Document”:
Select the Document model from the list using one of these two options:
Expand the CN code and select it
Type directly the CN code
Click on “Done”.
Note
You can still delete, add or modify the commodity details in the document, box – I.29.
Complete part I of DOCOM
Tip
Use the shortcut tool on the right-hand side of the certificate in order to navigate easily between the boxes.
Note
All of the boxes marked with a red asterisk are mandatory.
I.1. Consignor
Fill in this box using of these options:
Start typing the name of the consignor and select a company from the drop down list that pops out.
Select a company from the “Favorites operators” list, by clicking on the grey star. To register an operator in your “Favorites”, run an advanced search, find the correct option and tick the star at the left side. This will register this operator as a favourite.
Run an advanced search by clicking on the “Advanced…” button and add some filters by clicking on the small “+” button on the right.
Note
If the operator is not present in the system, you can create a new one by clicking on “+ Create a new Operator”. This button will only appear once you did an advanced search in order to avoid as much as possible duplicates in the system.
It is also possible to click on “Edit” to modify the content of the box or to clear it and select another consignor, clicking on the “Clear” button.
Once the correct match is selected, the “Name”, “Country” and “ISO Code” of the company are automatically completed. You can see the details of the selected operator by clicking on the three dots:
I.2. IMSOC reference
The IMSOC reference number will be automatically allocated by the system once you save as draft and/or once you submit the DOCOM.
I.2.a Local reference
It is possible to add a local reference number to the DOCOM. This box is optional.
I.3/I.4. Central/Local competent authority
These boxes will be automatically populated by the system once you fill the box – I.12 Place of origin.
Links
This box will be filled only in some cases. For example, if the DOCOM has been replaced, the link to the replacing certificate will be indicated in this box.
Box – I.5 Consignee
To fill in this box, follow one of the procedures described for box – I.1.
Box – I.7 Dealer
Select the operator following one of the procedures described for box – I.1. This box is not mandatory.
Box – I.8 and I.9 Country and region of origin
These boxes will be selected automatically based on the information from the box – I.12 Place of origin.
Box – I.10 and I.11 Country and region of destination
These boxes will be selected automatically based on the information from the box – I.13 Place of destination or from the box – I.28 in case of a DOCOM foreseen for exportation.
Box – I.12 Place of origin
Select the operator following one of the procedures described for box – I.1.
To allow for a smooth implementation of the DOCOM in TRACES NT, it is possible to create an establishment in status “New” under the section “IMP”, Importer. This section being the equivalent of the non-approved establishments in TRACES Classic.
After running a search, the button “create new operator” will open.
Fill in the operator details. If you don’t know the phone number, simply add a dot in this field. Select the Section “Importer (IMP)”, then the activity type.
Fill the address details. You have the possibility to create multiple addresses. One of these addresses must be selected in the “Activity address” field.
Click on “save”:
Click on "Select":
The new operator will be selected in the box – I.12:
Box – I.13 Place of destination
Select the operator following one of the procedures described for box – I.1.
Only an Approved operator can be selected in this box.
Tip
After completing the boxes – I.12 and I.13, you can already “Save as Draft” the Part I of the DOCOM and complete it later.
Similarly as in box – I.12, it is possible to create an operator in status “New”.
For the creation of an EU operator, please follow the procedure described for the box – I.12.
For the creation of a Non-EU operator, run a query and the creation button will open:
For a Non-EU country operator, it is possibleto create a non-approved establishment under the section Other establishment, “FOOD-OTH”, or under Animal exporter, “EXP”.
After completing the address, click on “save” and then on “select”:
Box – I.14 Place of Loading
Select the operator following one of the procedures described for box – I.1.
Only an Approved operator can be selected in this box.
Regarding the creation of an operator please follow the procedure described for the box – I.12.
Box – I.15 Date and time of departure
Indicate the date and, when required, time, when products are scheduled to leave the place of loading.
Click on the small calendar icon to choose the date and click on the box to select the exact time (in hours and minutes).
Tip
By clicking the small clock icon, you will set the time to the current date and time.
Date / time of arrival
Select the Date / time of arrival following the procedure described for box – I.15.
Transportation duration
This box will be automatically filled once the boxes – I.15 departure date time and date of arrival have been filled.
Box – I.16 Means of transport
Click on “Add means of transport” to select the means of transport by which the consignment arrives at the BCP. You have the choice between “Rail”, “Road vehicle”, “Airplane” or “Ship”.
Complete the requested fields:
If the means of transport already exists in the system, it will appear in the drop-down list while typing. Select it.
If it does not exist, complete the fields and click on the green button “+ Create”.
You can add several means of transport and order them by dragging the items with the double sense arrows on the left.
Transport Organiser
Select the operator following one of the procedures described for box – I.1. This box is optional. You have the possibility to create a transport organiser, following the procedure described for the box – I.12.
Box – I.17 Transporter
Select the operator following one of the procedures described for box – I.1. You have the possibility to create a transporter, following the procedure described for the box – I.12.
Box – I.21 Product temperature
Tick one of the options available. The options may change according to the chosen CN code.
Box – I.23 Container No / Seal No
When applicable, indicate the container number and seal number. There is a control on the container number format to preventing mistakes.
Box – I.25 “Certified as..”
Select the correct option for the intended use of the consignment. The options displayed depend on the CN code selected.
Box – I.26 Transit through Third Country
In case of transit through a third country, select the third country from the drop-down menu, then select the Exit point and the Entry point in the EU. You can select more than one country.
Click on ‘Select transit Exit/Entry point’, search for the Exit/Entry points and select them from the list for both countries:
Box – I.27 Transit through Members States
Select the Member State from the list in case of transit through Member State(s). You can select more than one. These Members States’ central authorities will be able to access the DOCOM.
Box – I.28 Export
In case of definitive export to a Non-EU country, select the Exit point and the Non-EU country. Only one country of export can be selected in the drop-down menu.
For the selection of the exit point, please use the procedure described for box – I.26.
Box – I.31 Description of the commodities
Fill in the requested information for each box by typing or selecting an option in the drop-down menu.
Don’t forget to define the default package type and weight unit.
Several other options are also available:
“+ Add new commodity” or “Modify commodities” will allow you to add a CN code or change the CN code selected.
“Remove” will delete the selected commodity from the document.
“Clear identifications” or “+ Add identifications” will affect the lines of commodities included in the document. You can also delete, modify or add 5, 10, 50 or 100 rows by clickingon the small icons on the right side of the box.
Identification of applicant
The box will be automatically filled with the details of the person submitting the EU DOCOM.
Error message
If you filled in any of the boxes incorrectly, or missed a box, an “Error” message will appear. Click on the “expand” sign on the right-hand side of the error message to read the message in more detail. Click on each of the messages to be redirected to the box that requires modification.
Do not forget to save as draft again once you have corrected the boxes.
Submit the DOCOM
as an Operator or Local Authority user
When the DOCOM is complete, the user may:
“Save it as draft” to modify it or submit it later.
In this case, the document will have the status “Draft”. Only the creator of a draft can access it.
Directly proceed to the part II, by clicking on the tab “Part II: declaration”
Fill-in the relevant fields and date of certification:
The signature tab will be automatically filled when signing the declaration:
At that stage, the DOCOM may be saved as Draft, cf above, or signed by clicking on “Sign declaration" as shown below.
“Sign declaration as…”. By selecting this option, the certificate will get the status “Signed”.
The signature tab in part II is automatically signed:
Note
After this step, the DOCOM cannot be amended anymore. As described further below, it is possible to proceed to a “copy as New” to generate a completely new document, or to select to “Replace” to generate a new document replacing the initial document which will get the status “Replaced”.
Other options
At the bottom of the page, you will have the following options:
By clicking on the “More” button you can:
“Cancel”: allows you to cancel the DOCOM (status Cancelled).
“Copy as new”: create a new DOCOM in which most boxes are copied from the original document. The original DOCOM is not altered in any way if you decide to perform this action.
“Replace” allows you to replace the initial document. A link between the replaced and replacing documents is created.
By clicking on the button “Preview PDF”, it will open the document as PDF.
By clicking on “Advanced Print Options”, it will open to open the language selection and print the PDF in several languages at the same time.
Note
The numbering of the DOCOM document is automatically adapted to keep the unicity of the document.
Notifications
Two kinds of notifications are now available for Authorities and Operators.
The notification “DOCOM validated” will be sent to the operators:
Consignee, box – I.5.
Transporter, box – I.17.
Place of Destination, box – I.13, and its responsible authorities.
The notification “DOCOM Follow-up” will be sent to the authority indicated in box – I.4 Local competent authority, and only when the follow-up indicates an issue, i.e. non-conformity or nonarrival of consignment.
These notifications may be deactivated through the “Edit Your Profile” menu found upon clicking on your email address at the top right corner of the TRACES interface.