Manage the DDS content
Once the steps are completed (or when clicking a DDS reference number from the dashboard), you will be able to manage (read or duplicate) the DDS content.
To retrieve one or some specific DDS, type the DDS reference number in the Search field and click the Search button.
You can perform more detailed searches by selecting the “Advanced Search” option and refine the required search criteria by “Commoditiy(ies) or Product(s)”, “Status” and “Activity”.
In the result table, If you click on the reference number in the “Reference Number” column, the system opens the DDS page and its relevant content.
Overview of the DDS statuses and allowed actions
Depending on the status of the DDS, the system proposes you several actions:
· NEW: At creation, a DDS gets the status “NEW”. The entered data will be lost if you leave the page without saving first. Once saved, the status DRAFT will be display.
· DRAFT: Appears once you create a new DDS and Save it by clicking on the “SAVE” button on the bottom, right side corner.
➢ Once the DDS is in status DRAFT, there are only 3 possible actions: Save, Submit, Delete.
· DELETED: This action is possible if an Operator wants to DELETE a DDS in status DRAFT. If DELETED, a DDS disappears from the default search list but is kept in the Information System for consultation. It cannot be edited or submitted anymore. After a pre-defined period of days, the system will physically erase the DDS from the database of the Information System.
· SUBMITTED: Appears once the system processes the data of the DDS to generate a Reference Number. The DDS will then get the status “AVAILABLE”. ➢ Cancellation of the DDS is possible when the status of the DDS is SUBMITTED. If cancelled, the DDS disappears from the default search list but is kept in the system for consultation.
· CANCELLED: Appears when an operator cancels a DDS from status SUBMITTED. This status differs from the status “DELETED” by the fact that the DDS has been submitted before, and it will then not be physically erased from the Information System, for auditing purposes.
· REJECTED: The Competent Authority has rejected the submitted DDS. The rejected DDS cannot be used anymore. If rejected, the CA will also provide a short justification for the rejection.
· AVAILABLE: The Competent Authority has consented to the DDS submission. When the DDS receives the status “AVAILABLE”, the system will display the Reference Number that can then be used by the user to comply with the legal requirements.
➢ Amendment of a DDS is possible when the status of the DDS is AVAILABLE.
· WITHDRAWN: Set when the WITHDRAW action is performed by the user on a DDS with status AVAILABLE. The DDS reference Number cannot be withdrawn if it has been used either in a customs declaration or has been referenced by a downstream operator user via the Associated DDS utility, or after the Competent Authority informed the user that the DDS was selected for a check, for the period of the check.
➢ Withdrawal of a DDS is possible when the status of the DDS is AVAILABLE.
Note
When the DDS receives the status “AVAILABLE”, the system will display the Reference Number, which the user can use to comply with legal requirements. This status allows the user to modify the content of the DDS using the “AMEND” button or withdraw it if it is no longer needed using the “WITHDRAW” button.
· ARCHIVED: Visible 6 months after a DDS was assigned, the status AVAILABLE. After this period, the DDS will automatically be assigned the status “ARCHIVED” regardless of whether its reference number has been used or not in either a customs declaration or as an Associated DDS reference. However, the DDS is still valid and can be referenced.
Note
This is a technical expiration and does not affect the usability of the DDS, it can still be found via the “Advanced Search”.
‘Copy As New’ a DDS
An operator can duplicate a DDS by clicking the ‘Copy As New’ icon from the search result table. The system will create a copy of the DDS with status NEW.
Important
When a DDS is “Approved” or “Rejected”, it is possible for the Competent Authority to change its decision. Although this must be undertaken with great care as the DDS has already made available for Customs Office processing and so the introduction may already have occurred.