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Submit a Due Diligence Statement to TRACES NT

R
Written by Ruby Lin
Updated over a month ago

Prerequisites: to be able to submit a Due Diligence Statement to TRACES NT, you'll need to have done the following:

Activate the EUDR TRACES NT extension

Connect Interu to TRACES NT

Generate the Due Diligence Statement

Once you have completed the prerequisite steps described above, follow the steps below to submit a Due Diligence Statement to TRACES NT directly from Interu:

Review a Due Diligence Statement

This guide walks you through the process of reviewing a Due Diligence Statement (DDS) on the platform. The interface is designed to provide a clear, structured view of all compliance data, separated into logical tabs for ease of verification.

Interface Overview

When you open a specific Due Diligence Statement, you will see a main dashboard. Here is a breakdown of the key areas on the screen:

  • Header Section:

    • Title: Displays the name of the statement (e.g., "Test Product due diligence statement").

    • Action Buttons: Located at the top right, these allow you to Edit the statement, Submit it for processing, or access additional options via the "..." menu.

  • Navigation Tabs:

    • Details: The default view containing core administrative and activity data.

    • Referenced statements: Lists any other statements linked to this current one.

    • Records: Displays the specific data records associated with the statement (e.g., individual plots or batches).

    • Balances: Shows the quantity accounting for the statement.

  • Content Area: The central part of the screen where specific data fields are displayed based on the selected tab.

Details

The Details tab is your primary starting point. It summarises the "who, what, and where" of the statement. Use the checklist below to review each section effectively.

  1. Main Details: This section identifies the statement and its current standing in the system.

    1. Internal reference number: Verify that the product name or code (e.g., "Test Product") matches your internal records.

    2. Status: Check the badge to understand the statement's progress. A Pending status indicates the statement is still a draft and has not yet been submitted to the EU TRACES system.

    3. Validity period: Ensure a valid date range is entered here. If it shows a dash (-), the validity period may need to be defined before submission.
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  2. Activity: This defines the type of trade or movement associated with the goods. Confirm the activity type (e.g., Import) corresponds to the physical movement of the goods.

  3. Operator / Trader Name and Address: This section identifies the responsible legal entity. You may see a notification stating, "Information depends on which data you have in the EU IS system." This indicates that the operator details are fetched dynamically from the central EU Information System. Ensure your organisation's profile is correctly linked in the settings to populate this field.

  4. Place of Activity: This specifies the geographical scope of the trade.

    1. Country of Activity: The country where the production or activity took place (e.g., Germany).

    2. Country of Entry: The country where the goods are entering the market (e.g., Germany).

    3. ISO Codes: Double-check the two-letter country codes (e.g., DE) to prevent regional errors.

  5. Totals: This section provides a high-level summary of the quantities involved in this Due Diligence Statement.

    1. Net mass (kg): Verify that the total weight (e.g., 100 kg) matches the sum of all individual commodity lines below.

    2. Total area (ha): Review the total area of land involved (e.g., 0 ha). Ensure this matches the geolocation data associated with the underlying records.

  6. Commodity(-ies) or Product(-s):

    1. Name: Checks the product name (e.g., Test Product). This is often a clickable link that allows you to view more granular details about that specific data.

    2. Net mass (kg): Confirm the weight for this specific line item (e.g., 100 kg).

    3. Supplementary quantity & unit: These fields are used if the specific HS code requires reporting in a secondary unit (like "pieces" or "cubic meters"). If your product requires supplementary reporting, ensure these are not empty.

  7. Additional Settings

    1. Comment: Review any optional notes left by the creator of the statement.

    2. Geo location confidential: Check if this checkbox is selected. If checked, exact geolocation data may be masked in public or downstream reporting for confidentiality.

Each Product included in the Delivery (i.e. items and their products) for which the DDS is generated must have the HS Code and Description fields filled in.

Interu does not check if a valid HS Code has been entered. If an HS Code that is not supported by TRACES NT is entered, you will get an error when trying to submit the DDS to TRACES NT. Check the list of relevant products and their HS Codes in Annex I of the EUDR.
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All Materials that are included in the supply chain leading up to the data for which the DDS is generated (so including upstream Deliveries) must have the Scientific name and Common name fields filled in.

All Locations which Location Types are qualified as Point of origin that are included in the upstream supply chain must contain valid GPS data:

  • Polygon: the area is auto-calculated based on the polygon entered in the GPS data of the Location and will populate the Area (ha) field of the DDS.

  • Point: if the area of a particular Location is 4ha or less, the exact area should be typed in the Area (ha) field (use #.## decimal format and not #,##).

Referenced statements

Once you have verified the main details of your product, the next step is to establish traceability. This is done in the Referenced statements tab, located directly to the right of the "Details" tab.
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This section is particularly critical for activities, where your statement must link back to the original Due Diligence Statement (DDS) that covered the goods when they first entered the market or were produced.

It allows you to link your current statement to:

  • Previous Statements: Data regarding the goods' initial entry into the EU market.

  • Upstream Reference Numbers: The unique IDs of the statements provided by your suppliers.

Here's how:

  1. Navigate to the Tab: Click on Referenced statements in the top navigation bar.

  2. Click + Add:

    1. You can select the existing DDS to link from the dropdown list.

    2. You can also add a new one by clicking the + sign (Add new). Enter the Reference number and Verification code.

    3. Click Save.

Records

The Records tab is where you manage the specific data associated with your statement. Unlike the "Referenced statements" tab which links to paperwork, this tab links to the data attributes associated.

When you first click the Records tab, you will see a high-level list of the items included in this statement.

  • Search: Use the search bar to quickly find specific batches or product names.

  • ID / Name: Confirms the product identifier (e.g., "Mouldings Indonesia/Malaysia").

  • Type: Indicates the category of the record (e.g., Product).

Balances

The Balances tab acts as the running quantitative ledger maintained in the EUDR system that tracks how much of each DDS volume remains available for linking. This prevents “double use” of a single DDS (e.g., claiming the same compliant batch twice), and ensures full traceability between declared volume and market transactions.

  1. Reference Quantities:
    ​

    1. Product: The name of product associated.

    2. Initial q-ty (kg): This is the total verified weight available to you from your linked sources (e.g., 100 kg).

    3. Remaining q-ty (kg): This shows how much of that verified volume is still available for linking DDS.

    4. Remaining q-ty (%): This indicates what's the ratio of remaining volume to initial volume.
      ​

  2. Items:

    1. This section will only show if the DDS is generated from Item level. Pay attention to the tooltip notification: "Only item quantities are taken into account, as EUDR requires batch-level traceability."

    2. Item ID: The name of item associated.

    3. Product: The product related to the item

    4. Variant: The variant of the product involved in the item.

    5. Consumed q-ty (kg): The quantity that is consumed by this item.

Submit a Due Diligence Statement to TRACES NT

Only reports with status Pending can be submitted to TRACES NT.

To submit a Due Diligence Statement (DDS) to TRACES NT directly from within Interu:

  1. Access the saved DDS you wish to submit (see Generate a Due Diligence Statement)

  2. Click the Submit button in the top-right corner of the page

  3. The button will change to Submitting... while the submission is processed

A ✓ Statement submitted confirmation message should appear (bottom left) and the status of the DDS will change from Pending to Submitted until it's accepted by TRACES NT (see Check the status of a Submitted Due Diligence Statement).

Check the status of a Submitted Due Diligence Statement

Once you have submitted a Due Diligence Statement (DDS) (see Submit a Due Diligence Statement to TRACES NT), it takes typically 2 to 10 minutes for TRACES NT to process it (depending on the availability of the TRACES NT service and and Service Level Agreements). Once it is processed by TRACES NT the status of the DDS will change from Submitted to Available .

To check the status of your DDS you can either:

  1. Refresh the DDS page if it is still open in your web browser, or

  2. Access the DDS page for the required data by following the steps described in Access a Saved Due Diligence Statement.

Access the DDS Reference and Verification Numbers

Once a Due Diligence Statement (DDS) has been submitted and processed by TRACES NT (see Check the status of a Submitted Due Diligence Statement), you'll be able to access the TRACES reference number and TRACES verification number for that DDS in two ways:

Access the DDS TRACES Numbers via the Products, Items, Deliveries and Purchase Orders page

To access the TRACES reference number and verification number for a given Due Diligence Statement (DDS) via the specific data page:

  1. Go to the Products, Items, Deliveries or Purchase Orders page from the main left-side menu

  2. In the list, click the name of data you want to check (e.g. D004)

  3. In the details panel, locate the EUDR DDS section

  4. Confirm that the Status is Available (see Check the status of a Submitted DDS)

  5. View the TRACES reference number

  6. Click the DDS to view the TRACES verification number

Access the DDS TRACES Numbers via the DDS page

To access the TRACES reference number and verification number for a given Due Diligence Statement (DDS) via the DDS page:

  1. Go to the Admin page from the main left-side menu

  2. Go to Integrations section

  3. Click on EUDR box

  4. In the list of submitted statements, click the Internal reference number of the relevant DDS

  5. A new browser tab will open with the DDS selected

  6. In the DDS, confirm the Status is Available (see Check the status of a Submitted DDS)

  7. View the TRACES reference number

  8. Click the DDS to view the TRACES verification number

Related Articles
What Is EUDR TRACES NT Extension?
Generate a Due Diligence Statement
Add an existing Due Diligence Statement
EUDR TRACES NT FAQ/Troubleshooting
Item EUDR DDS
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