Generate an EUDR due diligence statement (DDS)

In preeco | nachhaltigkeit you combine your approved due diligence records into a due diligence statement (DDS) and then track its submission in the EU Information System (TRACES). Only the operator – whoever imports or produces the product – submits a due diligence statement; there is no separate statement for traders.

Prerequisites

• At least one due diligence record of a product with the origin “Imported or produced by us” has the status “Active”, meaning it has been approved.
• The record is not yet linked to a statement, or that statement was amended or withdrawn.
• An active reporting period is selected in the header, and you may create entries in the “Deforestation” area.

Open the generator

1. Open “Deforestation → Due Diligence Statement”.
2. In the “Statements” section, click “Generate New DDS”.

Alternatively, on the detail page of an approved due diligence record, select “Generate DDS” in the “Actions” menu; that record is then already selected. The generator opens as a panel headed “Generate Due Diligence Statement”.

Step by step

1. In “Step 1: Select Records”, select the approved due diligence records to include in the statement. For each record you see the product, commodity and country of production. Click “Next”.
2. In “Step 2: Review & Finalize”, check the summary with “Count”, “Commodities” and “Countries”.
3. Under “Operator Information”, check the prefilled “Operator Name”, select the “Country”, and optionally add the “Registration Number” and “Address”.
4. Enter the “Date Supplied to Operator” and, optionally, the “Date Supplied to Trader (Optional)”. Add a “Supplementary Narrative” if required.
5. Click “Finalize DDS”. Use “Back” to return to the record selection.

If no suitable records are available, the first step points out that at least one record of a product you import or produce must have the status “Active”.

Track the submission

The new statement opens with the “Submission Status” “Draft”. It receives its own “Internal Reference” (for example preeco-DDS-…), shown in the page title, the overview and the export file names, and an automatically calculated five-year retention period (“Retention Until”). As long as no EU reference number has been recorded, the “EU Reference Number” field reads “Not yet submitted”.

1. Submit the statement in the EU Information System (TRACES); use “Actions → Export” to download it as XML or PDF.
2. Then select “Record EU Reference” in the “Actions” menu. In the “Update DDS Status” panel, choose “In Review” under “New Status”, enter the “EU Reference Number” and, optionally, the “Security Token”, and click “Confirm Status Update”. The statement now has the status “In Review”, and “Submitted At” shows the date.
3. Once the EU has confirmed the statement, click “Mark as Confirmed” at the top of the page. The status changes to “Confirmed” and “Confirmed At” is set.
4. In the “Downstream Sharing” section, use “Add” (or “Actions → Share Reference Number”) to document who you passed the reference number on to: “Trader Name”, optionally “Trader Identifier”, “Date Shared” and “Communication Method”. Click “Save”.

Good to know

• A due diligence statement can only be created from approved due diligence records of products you are the operator of – review and approve them before you start the generator.
• A statement moves through the statuses “Draft”, “Ready for Submission”, “In Review”, “Confirmed”, “Amended” and “Withdrawn”.
• You withdraw a statement via “Actions → Withdraw” with a “Withdrawal Reason”; this cannot be undone.