Skip to main content

​
Overview

For inbound goods (import into the EU), Due Diligence Statements (DDS) may need to be created and submitted via EU TRACES. Polygon One supports both manual and automatic creation, linking, and assignment. The Due Diligence Statements → Inbound page displays two sections:
  1. Orders without a DDS reference — Purchase orders that are not yet assigned to a DDS
  2. Import Due Diligence Statements — Overview of all created or linked DDS

Inbound DDS — overview with orders and DDS list

​
Create a DDS

1

Start creating a DDS

Click “Create DDS” — a multi-step wizard opens.
2

Step 1: General

Select the activity. For this page, Import is usually relevant. Your company data is filled in automatically.

DDS wizard step 1 — activity type and operator

3

Step 2: Supplier & Article

Select the supplier and the specific articles. Enter the quantity in kg for each article. In this context, the quantity describes the volume to be covered by this DDS. For import and export DDS, certain articles may additionally require a supplementary unit (see below).

DDS wizard step 2 — supplier and articles with quantities

4

Step 3: Confirmation

Review the summary, confirm the due diligence in accordance with Regulation (EU) 2023/1115, and enter your full name as your signature.

DDS wizard step 3 — confirmation and signature

5

Submit or save as draft

Choose “Create & Submit” for direct transmission to TRACES, or “Create Draft” to submit the DDS later.
On submission, the recorded production periods of each production area are transmitted to TRACES as well (Art. 9(1)(d) EUDR). If a plot’s geo analysis is older than 180 days at the time of submission, the DDS is still submitted but receives a corresponding warning note — consider re-analyzing the affected plots in that case.

​
Supplementary Unit (Annex I)

For certain goods, TRACES requires a supplementary unit in addition to the weight in kg (e.g. cubic meters for wood). This obligation applies to articles with an Annex I HS code in import and export DDS.
  • The unit (e.g. m³, l) is derived automatically from the HS code and cannot be changed.
  • You enter the value per article in the “Suppl. unit” field.
  • Articles without a supplementary unit show a ”—” instead.

Supplementary unit per article in the DDS wizard

A draft can be saved even without a supplementary unit (the field is then highlighted in amber). For submission to TRACES, however, the value is mandatory — if it is missing, “Create & Submit” is locked. You can add the value in the DDS detail view before resubmitting.
Supplementary units can also be ingested via CSV/batch import of order data (e.g. volume in m³). See Import & Creation.
If you have already received a DDS from an upstream supplier, you can incorporate it via “Link External DDS”:
  1. Enter the reference number and, optionally, the verification number.
  2. Select the supplier and articles with quantities.
  3. The external DDS is integrated into your overview.

​
Verify a Supplier’s DDS in TRACES

Before relying on a supplier’s DDS, you can check it directly against TRACES:
  1. Click “Verify in TRACES” — at the top of the Inbound DDS page, or on the detail page of a linked external DDS (there the numbers are prefilled).
  2. Enter the DDS reference number and the verification number you received from your supplier.
  3. TRACES returns one of three results:
    • Valid and usable — the statement exists and can still be relied on; its current TRACES status is shown as well
    • Exists, but not usable — the statement exists but can no longer be used (for example, it was withdrawn)
    • Not found at TRACES — no statement matches the numbers you entered
Nothing is stored during verification — Polygon One only asks TRACES whether the statement exists and is still usable.

​
Assigning a DDS to Orders

Once a DDS has the status Draft, Validated, or Submitted, you can assign matching purchase orders to it:
  1. For an order without a DDS, click “Assign DDS”.
  2. The system shows only matching DDS (same supplier, matching articles, sufficient remaining volume).
  3. Select the DDS and confirm the assignment.

Assign a DDS to an order — matching candidates

​
DDS Status

​
Managing a Submitted DDS

On the detail page of a DDS that has been submitted to TRACES (status Submitted or Validated), two additional actions are available:
  • Refresh status — queries TRACES for the current state of the statement and updates the status as well as the reference and verification numbers if they changed. Polygon One also refreshes submitted statements automatically in the background, so this is only needed when you want an immediate update.
  • Withdraw — withdraws the statement at TRACES with legal effect, after a confirmation dialog. A withdrawn DDS receives the status Withdrawn and can no longer be used; the withdrawal cannot be undone from the application. If the declaration was incorrect, create and submit a new DDS afterwards.
These actions are available on inbound and outbound DDS alike — the detail page is the same for both.

​
Submission Snapshots

For every submission attempt to TRACES, Polygon One stores the exact declaration XML that was sent as a snapshot. In the DDS detail view you will find the “Submission snapshots” section where each snapshot can be downloaded.
  • Snapshots are retained for the legally required retention period
  • The audit package export bundles the snapshots together with all evidence

​
Automation

Under Settings → Automations, you can automate DDS processes:
  • Automatic DDS assignment — New orders are automatically assigned to matching open DDS
  • Automatic DDS creation — If no matching DDS exists, a new one is created automatically
  • Default DDS volume — Default volume for automatically created DDS

DDS automations

Sales orders can never be assigned a DDS automatically, because the system is not aware of their internal batch traceability. The assignment must always be performed manually.

​
Volume Tracking

Polygon One automatically tracks the assigned volume against the total volume of the DDS.
The system prevents an order from being assigned if it would exceed the remaining capacity of the DDS. In this case, you can use the overflow DDS function to automatically create a new DDS with the same configuration.
Make sure your EU TRACES credentials (username + web service access token) are stored in the settings. See TRACES registration. Otherwise it is not possible to submit DDS to TRACES.