EUDR import work usually begins with invoices, packing lists, customs descriptions, supplier spreadsheets, and plot files created by different organizations. Filovara keeps those sources connected to confirmed product facts, upstream suppliers, batches, geolocation evidence, technical checks, and the authorised person’s DDS handoff without silently turning extracted or supplier-provided values into verified facts.
A practical preparation workflow
- 1
Define the import flow, candidate product classification, responsible role, and activity date.
- 2
Connect commercial records to suppliers, producers, batches, production plots, and source evidence.
- 3
Resolve scope, traceability, geolocation, risk, and DDS data gaps before freezing the filing materials.
Start with the exact import transaction and responsible role
Define the product flow that the case must support: the importing entity, supplier, buyer, customs or shipment reference, activity date, quantity, and intended market action. Keep the selected operator or trader role as a reviewed case fact rather than inferring it from a logistics label. Company structure, contractual responsibility, product scope, timing, and the specific activity can all affect the applicable obligations.
Confirm the product description and candidate CN or HS code
Preserve the commercial description from the invoice or packing list, then record the candidate commodity code and the evidence used to select it. Annex I coverage depends on the exact product description and code context, including any qualified ‘ex’ entry. A code copied from a broker or supplier should remain a sourced candidate until an authorised reviewer confirms it against current official material.
Connect suppliers and producers to batches and production plots
An importer needs more than a supplier list. Model how each purchased or shipped batch connects to upstream producers, processors, cooperatives, mills, or other intermediaries, and identify which plot versions support that flow. When material is split, merged, or transformed, preserve input and output references, dates, quantities, organizations, and the document that supports each relationship.
Reconcile commercial quantities without rewriting source records
Compare invoices, purchase orders, packing lists, customs records, supplier deliveries, and batch movements. Differences may come from unit conversion, processing yield, moisture loss, rejected material, or data errors. Record the explanation and source for a difference instead of changing a value merely to make totals agree. Confirmed quantities and units should remain linked to the source version used for DDS preparation.
Review geolocation as evidence, not just a valid file
Validate GeoJSON or converted plot files for supported structure and coordinates, then confirm the real-world identity of each boundary. A technically readable geometry can still belong to the wrong producer, omit relevant production land, duplicate another plot, or lack a defensible connection to the imported batch. Keep the original file, normalized version, plot identifier, producer association, and reviewer decision together.
Resolve risk and DDS gaps before the manual handoff
Run the relevant scope, plot, risk, and DDS completeness checks against the selected evidence versions. Treat missing data, conflicting confirmed values, unavailable sources, and required human confirmations as named issues with owners and next actions. When the case is reviewed, freeze a reproducible Filing Pack and prepare the DDS materials for an authorised user to transfer through the EU Information System.
What to check
- Product description and CN or HS code candidate
- Order, quantity, unit, shipment, and batch reconciliation
- Supplier, producer, country, and production-period evidence
- Plot coverage, risk review, DDS fields, and human decisions
Filovara supports technical preparation and evidence review. It does not determine an importer’s legal role, authenticate supplier statements, submit the DDS, or guarantee regulator acceptance.
Questions teams ask
What does EUDR software help an importer organize?
It connects commercial product and shipment records with supplier and producer evidence, batches, production plots, technical checks, open issues, reviewer decisions, and the prepared DDS handoff.
Does importing a covered product automatically determine my EUDR role?
No. Product coverage, the activity, contractual responsibility, company context, timing, and applicable provisions must be reviewed. Filovara records the selected role and supporting evidence but does not make the legal determination.
Which importer documents can be useful starting evidence?
Invoices, purchase orders, packing lists, customs descriptions, supplier declarations, batch records, producer lists, plot files, permits, certificates, and correspondence can all be useful when each fact remains linked to its exact source.
Can Filovara submit the DDS for an importer?
No. Filovara prepares reviewable fields, geolocation files, evidence indexes, and manual-submission guidance. An authorised user signs in to the EU Information System, reviews and submits the declaration, and records the official receipt.