AES – Export

PLDA EXPORT B2B will remain active until end of february 2025 – at that moment everything will be blocked except type Z.

PLDA web will remain available for display, however creating export an regularisations declarations will no longer be possible.

Depending on the type of error you should be able to find it in one of these 3 documents below.

- VRE application errors

- General application errors

- European business rules

updated on 19/02/2025

For Eurean codes we happily refer you to the European website where you can download those in an XSD format: https://ec.europa.eu/taxation_customs/dds2/rd/rd_download_home.jsp?Lang=en

In case you want to quickly find a readable version in PDF, the Irish memberstate has made some decent documentation available here:

https://www.revenue.ie/en/online-services/support/software-developers/documents/aes/aes-codelists.pdf

please find the documented answer by BE Customs here: (NL) https://financien.belgium.be/sites/default/files/Customs/Ondernemingen/Applicaties/Circulaires/NOODPROCEDURES_MASP_AES.pdf (FR) PROCEDURES_URGENCE_MASP_AES.pdf (belgium.be)

the excel file discussed in the procedure:

some additional information with the emergency procedure: - 3 hour waiting time is a very long time, not acceptable to some Economic Operators. Customs acknowledges this however the intention is to let the technical team first some time to discover the root cause of the downtime. If for some reason real urgent shipments need to happen (fresh goods, living animals,..) you can contact the helpdesk earlier, with a motivation on why this is urgent, however please note that emergency procedure is only for urgent shipments set-up. - in additional reference we need to add the documenttype 1NPS - however there is only 1 field and we need to add both the emergency procedure number as well as the BCP ID. Please combine both in 1 field with a "-" in between cfr. 1VAT -BCP ID

the BCP ID is a number that you will receive from the helpdesk they can provide it to you during a emergency procedure. We need to keep the MRN format so we are certain that the number of digits and the structure can be accepted in each portcommunity system. BCP ID is necessary for both inland and abroad offices of exit, in all cases you need one!

To avoid an overwhelming of the helpdesk for BCP ID's in case of emergency procedure, companies with a permit might apply 1x a year for a list of BCP as a preparation of future emergency procedures.

Companies with a permit "own numbering" can also generate their own BCP ID's

following this pattern:

aaBECPBbbbbbbbbbbAc >

• aa: jaartal

• BECP: geeft aan dat het om een Belgische MRN gaat die tijdens de noodprocedure werd aangemaakt

• Bbbbbbbbbb ==> 5 laatste karakters EORI declarant + volgnummer (opgelet niet noodzakelijk beginnen bij 0 of 1! je mag ook beginnen met 9 of 4 om duplicates te vermijden)

• A: geeft aan dat dit een export aangifte is. De andere waarden zijn niet nodig.

• c: controlecijfer This number needs to be mentioned on the print on top (instead of the word MRN) however the word Business Continuity procedure needs to remain on the document. The language of the print should be : EN , FR, DE , NL - preferably make sure the office of exit can read it.

-CRC offices

CRC Zaventem: da.crc.zaventem@minfin.fed.be

CRC Bierset: da.sel.bierset@minfin.fed.be

CRC Antwerpen: da.crc.antwerpen@minfin.fed.be , here also everything that use to go to CRC Gent is being handled, So CRC Gent was not forgotten in the publication.

- Permits "buffering" and "printing on blanc pages" are no longer be required since everyone is obligated to do so.

updated 19/02/2025

There is a print available on the AES web interface for your export declaration, as not-legal document.

There will however be no B2B print available The softwareproviders are requested to create their own print and make sure it is as close as possible to the BCP guidelines. You can find the BCP guidelince in the topic emergency procedure.

For VAT purposes the monthly overview from Myminfin will be used, where the declarations are registered according to the BE Customs system with their latest status.

The first step is onboarding Access Managers This can be done by informing the helpdesk on who is responsible for your company, by providing them the following information:

Name

Company

BCE # CBE (Crossroads Bank for Enterprises) / CBE (Crossroads Bank for Enterprises) / BCE (Banque Carrefour des Entreprises) / KBO number of the company

National Register #

With this information the helpdesk can add those users so called (Access Manager) to be registered in the IAM system and are will then be able to activate their first registration with their ID.

once this is done - or if your company already has an access manager - you can move on with the next steps:

Next step Role assignment :

The access manager is now able to assign the role "FPS FIN Customs & Excise Internal Company Designation" property "Customs formalities" to the end-user(s): TEST: https://iamapps.int.belgium.be/rma

PROD: https://iamapps.belgium.be/rma

The onboarding process can proceed. For Belgian users, it's important to note that they all potentially exist, as all Belgians have access to CSAM through their EID, regardless of the environment. FEDIAM takes the info from CSAM/BOSA.

The access manager is required to follow below procedure when assigning roles to end-users.

NL: https://www.loginhulp.be/44.php

FR: https://www.aideacces.be/44.php

IMPORTANT: for the first connection to the TEST (INT / ACC) environment, it is mandatory that users (access manager and end-user) use their electronic identity card (EID) to connect otherwise it risks creating a corrupt profile. In such cases, please submit a ServiceNow ticket to the helpdesk or send an email to servicedesk.dto@bosa.fgov.be to ask them to reset their TEST profile.

Please be aware that all actions related to the individuals mentioned concerns to the TEST environment. Consequently, when accessing PROD, certain steps will need to be repeated. However, most companies typically already have Access Manager Role set up in PROD, so this aspect will not require duplication. Nevertheless, the role assignment by the access manager to the end-user(s) will need to be performed again, but this time in the PROD environment.

Finally Access to AES web: if everything is set up, the EO can connect to the AES web application shown below.

ACC: https://aes-export.acc.minfin.be

PROD: https://aes-export.minfin.fgov.be

The transition period starts from the moment that AES is going live in production in BE and runs until the last EU member state has made the switch to AES. Currently this date is technically set to 14/12/2025 this was moved to a delay requested by member state France.

https://taxation-customs.ec.europa.eu/news/transition-automated-export-system-aes-2025-02-05_en Reason is that till that time we have to stick to certain rules that apply to the country with the lowest settings. for example your description of goods will be shortened to a specific number of digits, until the transistion period is finished because one of the member states can only receive this limited number. Once everyone is transferred the number of digits will be extended to what is agreed EU wide.

Same applies to certain documents that have to be mentioned on item level during transition phase and on shipment level after transition period.

For all those messages a manual intervention from BE Customs is required (like in real life).

You can forward the information to the Helpdesk aes.helpdesk@minfin.fed.be who will guide your request towards the project team. mention:

- the MRN number

- the correlation ID

- the message you would like to receive (f.e. 560) - your EORI (helpfull in all communication)

don't forget to put in the subject AES ACC - TEST environment !

By adding the name "Philippe" 1 uppercase / rest lowercase in the exporter name. do not use an EORI. This will make sure that your export declaration arrives in the control worklist.

Currently we gathered the following information for AES:

type A = other customs locations like quays, customs offices, customs warehouses,..

type B= always in combination with permit 4005

Type C = always in combination with permit 4006

Type D = other (should not be used for AES) mind that unlocodes starting with BECU* will not be available in the AES testenvironment - however they do work on the AES productive environment

updated 30/08/2024

Yes mixed shipments for example 10.00 (export) and 31.71 (from bonded warehouse) in 1 export declaration are still possible.

However as soon as there is one bonded warehouse item in your declaration, you must add the 4006 permit on header level, despite it is not relevant for all items

All technical information coming from BE Customs is published on their website: https://financien.belgium.be/nl/douane_accijnzen/ondernemingen/applicaties-da/aes/aes-export

Datasets can be found here:

https://financien.belgium.be/nl/douane_accijnzen/ondernemingen/douane/aangiften-kennisgeving-douanestatus/gegevenssets

AES ACC : https://wsapi-a.minfin.be/AES/EXPORT/OAU/b2b/v1/declaration

https://wsapi-a.minfin.be/AES/EXPORT/OAU/b2b/v1/declaration/invalidate

https://wsapi-a.minfin.be/AES/EXPORT/OAU/b2b/v1/declaration/amend

https://wsapi-a.minfin.be/AES/EXPORT/OAU/b2b/v1/declaration/present AES PROD: https://wsapi.minfin.fgov.be/AES/EXPORT/OAU/b2b/v1/declaration

https://wsapi.minfin.fgov.be/AES/EXPORT/OAU/b2b/v1/declaration/invalidate

https://wsapi.minfin.fgov.be/AES/EXPORT/OAU/b2b/v1/declaration/amend

https://wsapi.minfin.fgov.be/AES/EXPORT/OAU/b2b/v1/declaration/present

You have send out an Export Declaration 515 but did not receive a reply. Step 1 : Did you receive a correlation ID? if yes this means your message was received by customs. > go to the next step

if no, this means your message did not reach BE customs, please check your credentials and your communication.

Step 2: You did not receive any functional message: if you did not receive any of those you can try receiving the last message via the pulling mechanisme. if this works it means there might be something wrong with your callback registration /set-up to receive answers automatically. (you can check this via the self-service portal, check the registration and on-boarding topic)

Step 3: Did you receive any functional message via callback or pulling mechanism. in case you received a 556 functional error: solve the error and resend your export declaration. in case of release you can proceed to ask for the 599 (Exit confirmation )with manual intervention

if you do not manage to identify where it went wrong gather the following information:

- correlation ID

- MRN / LRN

- date and time of the sending

as a CRNSP member you can forward this to Raisha Demeester non-CRSNP members forward this to PLDA helpdesk

can be tested:

AES can write-off:

* EMCS with code C651 refering to ARC number

* TSD with code N337 with MRN number * IDMS with code NMRN refering to the Import MRN number

cannot be tested yet:

* NCTSP5 with code N820 or N821 refering to MRN number * PLDA with code NMRN refering to the Import G+MRN number *PLDA with code N337 for CUSCAR, CIR , Sato lyst ==> the reference is a combination depending on the type with * in between

write-off / goods accounting kept by BE customs is not required for :

- private customs warehouses (type U) ==> always use type NCLE

- Economic operators using (EIDR) entry into the records

for more information see the detailed document

info added 30/05/2024

In the XML there are the following fields for the previous document:

• typeOfPackages

• numberOfPackages

• measurementUnitAndQualifier

• quantity Rule EXBE025 applies to:

Both normal export declarations as well as supplementary declarations that contain one of the following codes N337, N820 of N821 will trigger the write-off from NCTS or temporary storage and must be filled in.

According to this information:

IF /*/ExportOperation/additionalDeclarationType IN {'A', 'D', 'X', 'Y','U'} THEN FOREACH /*/GoodsShipment/GoodsItem/PreviousDocument IF ./type IN {'N337', 'N820', 'N821'} THEN ./goodsItemNumber is REQUIRED AND ./typeOfPackages is REQUIRED AND ./measurementUnitAndQualifier == 'KGM' AND ./quantity is REQUIRED AND ./quantity > 0 ENDIF ENDIF

If you have goods however that did not came in via transit or temporary storage (for example created within EU) you will not have this as a previous document.

The type of packages that are allowed to be used belong to Code list CL017

There is no documentation provided by customs for write-off currently.

Also the question on how to handle differences in granularity have not been answered.

f.e. incoming 1 pallet with 1000 pieces in (bruto weight 1015 kg) ==> outgoing 10 pallets of 100 pieces = each 115 kg --> will give a difference in that case we will need to write off 1150 kg, which is 13% more than what came in, so the document will already be closed.

1 barrel of 200 liters of chemical fluid incoming bruto weight 210 kg ==> outgoing 199 glass bottles of chemical fluids bruto weight 199 x 1,7 kg = 338,3 kg (mind the loss while filling up the bottles)

The AES system is designed this way to be a combination of A1 dataset (EXS) + B1 Dataset (Export with security type 2)

There is no technical solution foreseen to split up both declarations yet, since EXS is still in PLDA and Export declaration is in AES.

Mind that this means that for these 2 elements the declarant is suddenly responsible !

- A1 - G.E. 16 12 000 000 Route : This fields is obligated ! Declarants do not always know the route / what in case it is not correct and the goods do pass via f.e. RU. (mind the legal responsibility)

- A1 - 13 12 000 000 - EORI forwarding agent : G.E. 13 12 017 000 (Identificatienummer of the forwarding agent) This field is optional ==> not filing this is not giving errors in BE (currently) it does however in NL.

mind that not all transporting companies have an EORI number, third country transporting countries never have an EORI number - not clear what should be done in this case. BE Customs has decided to make this obligated already ! to be future proof

- Only for export types CO or for countries NO and CH it is possible to create a declaration with Security = 0 (only B1 dataset) - for all others a declaration with security = 2 (B1 + A1 dataset combined) is required.

once the transition period is done you will only be in the possibility to declare: - a declaration with security = 2 (B1 + A1 dataset combined)

- or 2 separate declarations 515 export (B1) + declaration 615 (A1)

Mind that this last option is only possible after all exit functionalities have been moved from PLDA to AES. If that was not the case before the transition period - only the first option will be applicable for an intermediate periode of time.

EXS is NOT required for exports to EU, NO, CH AES Business Guidance https://taxation-customs.ec.europa.eu/system/files/2022-10/AES%20Business%20Guidance_SfA_v1.02_for%20trade.pdf See page 137

info updated 18/09/2024

Message 595 = this will be sent as an acknowledgement when there is still a manual action to be done by BE Customs. you will receive this in case of : - amendment

- cancellation

- pre-lodgement

Currently there is no e-mail print for B2B foreseen. The only way to receive the print is to fetch it declaration per declaration from the AES web environment.

Companies with System Based Approach will receive the same treatment in AES as currently is in PLDA.

Bulk and non-bulk goods may never be in the same declaration. no packaging allowed for bulkgoods (logically) - write-off will happen based on weight

The bulk declarations can only be made in PLDA export until end of February 2025. after that everyone is expected to declare this in AES without exception.

Update 19/02/2025