EUDR readiness and evidence
Shipment review and recorded decision
Open a shipment and its Review tab. Via lists missing shipment data, unresolved origin quantities, production periods, screenings, manual plot reviews and linked evidence. Evidence on producers, plots, ancestor lots and harvests is included. Resolve missing or expired evidence.
Save shipment changes before recording a decision. Approval requires resolved review items and a reasoned professional assessment. Relevant changes make a previous decision stale. Ready and departed statuses require current approval. Physical delivery can still be recorded if evidence changes later. This is an internal decision, not official confirmation of conformity.
The JSON dossier includes original files encoded as Base64 with checksums, geometry and screening snapshots, and recorded decisions. Original files up to 40 MB can be exported together; larger packages require individual downloads. Historical decisions retain their original snapshot. Check personal data before sharing.
Consignee name, address and email can be deliberately copied from a customer and edited afterwards. Applying replaces these fields. Later customer changes do not alter existing shipments or grant portal access.
Quantities, processing and units
Non-cancelled shipments reserve assigned quantities. Consumed lots cannot be assigned again. Unassign reserved lots before processing. Emptying active input units requires explicit confirmation; their labels become invalid. Capture output units separately. Historical active units on consumed lots are flagged as gaps and excluded from available inventory.
System events such as processing cannot be undone through an ordinary movement correction. Resolve the source operation.
Structured EUDR assessment
The shipment Review tab now covers scope and role, plot location and historical use, country and supply-chain risks, national legal requirements and residual risk. Each applicable item needs reasoning and linked evidence. Unknown or non-negligible risks block approval. These criteria support the review; assess other material risks as well. New assessments retain their complete input snapshot. Changes invalidate them; reassess at least annually. Current-use evidence must be within 90 days under VIA's internal policy, which is not a statutory EUDR interval. Loss signals and coverage gaps require specific reasoning and retained alternative evidence. Such cases, and high-country-risk cases, need a different approver with compliance.approve.
Actions record owners, deadlines and evidence. Open risk actions block approval; concerns can be recorded after dispatch. Record the actual placement/export date for the five-year minimum retention period. Corrections can extend it. No automatic deletion is introduced.
EU declaration and TRACES
Organization settings offer separate Acceptance and Production connections with encrypted credentials. Following internal approval, prepare, inspect and explicitly submit a DDS draft. Products retain their own classification, quantities and origins. TRACES GeoJSON uses EU property names and preserves excluded interior areas through subdivision.
An uncertain transmission requires reconciliation by internal reference, never an automatic resend. Wait 30 minutes between status requests. Production requires deliberate activation. In-scope operator dispatch requires an AVAILABLE production DDS for the approved evidence. EU availability does not establish deforestation-free production. One-time simplified declarations for eligible small primary operators are not automatically submitted yet.
Sources: EU due diligence · EU Information System API.
Configure the connection under Settings → TRACES. The TRACES and EU declarations guide explains registration, drafts, submission and responses.