Customs declarations: How to consult and use your data efficiently?

Do you manage your company's international flows and juggle customs formalities? Have you ever had doubts about a declaration, or been in a hurry to find proof for verification?

If you're familiar with these situations, you know just how essential it is to manage customs declarations properly. These documents are more than just an administrative formality: they guarantee the conformity of trade, help avoid costly errors and ensure the smooth running of commercial operations.

But where and how can these declarations be easily found? What tools are available to help you consult them quickly and make the most of them? In this article, we guide you through the best practices and solutions available to secure and optimize your customs management.

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Why consult your customs declarations?

Customs declarations are more than just an administrative formality. They are an essential source of information for the smooth running of international trade. Regular consultation helps avoid errors, optimize costs and guarantee the conformity of operations.

Check commercial operations (import/export)

Each customs declaration contains detailed information on the goods traded: origin, value, type of goods, customs procedure applied. By consulting them, you can ensure that the data declared corresponds to the reality of your trade flows. This avoids discrepancies between commercial and customs documents, which could lead to controls or delays in the supply chain.

Ensuring compliance and checking declared data

An error in a declaration can have far-reaching consequences, ranging from a tax reassessment to the blocking of goods. By consulting these documents, it is possible to check that all mandatory information is correct: tariff codes, customs preferences, required certificates. A good grasp of this information also enables you to anticipate possible adjustments and avoid penalties.

Manage duties and taxes to avoid costly mistakes

Customs duties and VAT are calculated on the basis of the information declared. An inaccuracy in the value of goods, their origin or their tariff classification can lead to incorrect payment, with the risk of adjustment in the event of an audit. Access to declarations enables you to ensure that the amounts paid are indeed correct, and to identify any opportunities for optimization, such as the application of tariff preferences or suspensive regimes.

By getting into the habit of consulting these documents, companies can better control costs, limit risks and make international trade more fluid.

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Where and how to access customs declarations?

Consulting customs declarations is an essential step in monitoring commercial operations and verifying the conformity of transactions. To this end, the French customs authorities provide several tools for easy access to these documents. Here's an overview of the platforms available, the conditions of access and the steps to follow.

The platforms available for consulting your returns

The main solution for accessing customs declarations is the French Customs online portal. This secure space enables companies and declarants to consult the history of their customs operations, download the necessary documents and carry out certain verifications in real time.

Other tools are also available, depending on the type of operation and the company's specific needs:

• Delta G and Delta X: platforms dedicated to import and export customs declarations.
• ICS (Import Control System) and ECS (Export Control System): for monitoring security declarations.
• Customs teleservice: simplified access to certain data.

Who can consult this data?

Access to customs declarations is strictly regulated. Only certain categories of people can consult them:

• Importing and exporting companies: they can retrieve documents relating to their own transactions.
• Customs declarants and freight forwarders: as intermediaries, they have access to declarations filed on behalf of their customers.
• Accounting and tax departments: as part of audits or controls.

Access to these documents generally requires secure authentication, often via an online customs account and the use of professional identifiers.

How do I retrieve my returns online?

Here are the steps for consulting your customs declarations on the customs portal:

1. Connect to the customs portal
   • Access the official French customs website.
   • Bring your professional identifiers (EORI number, ProDouane account, etc.).
2. Go to the section dedicated to declarations
   • Navigate to the user area and select the corresponding service (Delta G, Delta X, ECS, etc.).
   • Select the period or type of operation you are looking for.
3. Download or check documents
   • View detailed information on each declaration.
   • Download the supporting documents needed for internal controls or archiving.
4. Perform the necessary checks
   • Check correspondence with commercial documents (invoices, transport orders).
   • Ensure data accuracy to avoid any anomalies or errors that could lead to adjustments.

By using these tools proactively, companies can optimize the management of their customs formalities and avoid the risks associated with errors or administrative checks.

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Use declarations to optimize customs management

Consulting customs declarations is more than just an administrative check. An in-depth analysis of these documents can optimize the management of trade flows, reduce costs and anticipate possible anomalies. Here's how to make the most of this data to improve your company's customs performance.

Analyze sales flows and anticipate trends

Customs declarations provide a wealth of information on the volumes of goods imported and exported, the partner countries, the customs procedures used and the amounts of duties paid. Use this data to :

• Identify changes in trade flows and adapt sourcing or export strategies.
• Detect increases or decreases in certain product categories and adjust logistics forecasts.
• Highlight any regularities or anomalies in trade that might require customs processes to be optimized.

A good reading of trends enables you to anticipate your company's needs and better negotiate commercial terms with suppliers and carriers.

Optimize tariff classification and reduce costs

The tariff classification of goods directly determines the amount of customs duties and tax regimes applicable. Incorrect classification can lead to additional costs or penalties in the event of an inspection. By using your declarations, you can :

• Check that the HS (Harmonized System) codes assigned to products are correct and comply with current regulations.
• Identify opportunities for optimization by classifying goods in categories benefiting from reduced rates or exemptions.
• Avoid errors that can lead to costly tax adjustments and claims.

A regular audit of classifications helps to avoid taxation errors and ensure more efficient customs management.

Check the application of tariff preferences and avoid adjustments

Trade agreements and tariff preferences enable companies to benefit from duty reductions or exemptions under certain conditions. However, to take advantage of these benefits, it is essential that customs declarations are correctly completed. A detailed analysis enables you to :

• Ensure that certificates of origin or other supporting documents are in place.
• Verify the correct application of tariff preferences under current agreements with partner countries.
• Avoid possible disputes or adjustments in the event of a customs inspection.

Proactive management of tariff preferences can generate significant savings and boost the international competitiveness of companies.

By making full use of the data contained in customs declarations, companies can optimize their customs management, secure their transactions and reduce their costs. A methodical, regular approach enables you to anticipate risks while taking advantage of the benefits available.

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Securing and archiving declarations: an obligation and a strategic asset

Managing customs declarations doesn't stop with consulting them. Archiving and securing customs declarations are essential to meet legal obligations, guarantee seamless traceability and facilitate any controls that may be required. Rigorous organization not only ensures compliance with regulatory requirements, but also optimizes your company's customs management.

Comply with legal obligations regarding conservation

Customs declarations must be kept for a minimum period specified by regulations. In France, this period is generally three years for customs documents, but can be extended in the case of tax or accounting requirements (up to six years for VAT and ten years for certain commercial obligations). Keeping these documents is essential in the event of an inspection by the customs authorities, who may request supporting documents at any time.

Poor archive management can lead to complications in the event of litigation or claims. It is therefore essential to set up a structured and secure storage system.

Adopt best practices for organizing and securing your data

Efficient archiving is based on methods adapted to the company's needs. To ensure proper management of declarations, we recommend :

• Centralize documents in a secure space (internal server, cloud solution, customs management software).
• Scan and classify declarations by date, country, type of goods or reference number for fast access.
• Set up regular backups to prevent data loss due to technical failure or cyber-attack.
• Restrict access to sensitive documents to authorized personnel only, to limit the risk of fraudulent manipulation.

Efficient organization saves time in the event of an audit, and reduces the risk of errors in the management of customs operations.

The importance of auditing and monitoring operations

In addition to simple archiving, regular monitoring of customs declarations enables us to identify any inconsistencies and anticipate possible adjustments. An internal audit can be carried out to :

• Verify compliance of declarations with commercial and tax documents.
• Identify opportunities for optimization, particularly in terms of tariff classification and customs preferences.
• Detect recurring errors and implement corrective actions.

Some companies choose to outsource this task, using customs compliance experts or specialized software that automates tracking and anomaly detection.

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Control your declarations for optimized customs management

Consulting, using and securing customs declarations is not just an administrative obligation, but a real performance lever for companies. Good management of these documents helps to ensure the conformity of operations, avoid unnecessary costs and optimize customs procedures.

The tools made available by French customs facilitate access to and processing of declarations. By using them effectively, companies can secure their international trade and boost their competitiveness.

To go further and ensure optimal management, it is advisable to rely on official customs resources and, if necessary, to call on experts in customs regulations. A proactive approach enables you to anticipate risks and make the most of existing systems.

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