How to declare licensed goods for movements into Northern Ireland

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If there are any words or acronyms in this document that are unfamiliar, visit the Jargon Buster or use the search tool on the Northern Ireland Customs & Trade Academy (NICTA) website to find a definition.

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Introduction

The purpose of this guide is to explain how to correctly input information when submitting declarations for movement of licensed goods into Northern Ireland (NI). It highlights how to correctly declare licence data including correct formats, common errors and key checks traders and their agents should follow when moving goods subject to licence certification.

If you require assistance with declaring licence data or support with notifications relating to licences data, contact the Trader Support Service (TSS) Contact Centre on 0800 060 8888.

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What is CERTEX?

The Certificates Exchange System (CERTEX) is a European Union (EU) system that validates licence data on declarations for movements in and out of NI.

CERTEX will check licence data, certificate details and electronic documents raised on systems such as TRACES NT.

Where a licence or certificate is required, traders must declare accurate reference details to allow successful validation via CERTEX.

CERTEX verifications applies to:

• Common Health Entry Documents (CHEDs)
• ODS (Ozone Depleting Substances)
• FGAS (Fluorinated Gases) licences
• Certificates of Inspection (COI) for organic goods

Note: It is important to actively monitor the status of all declarations that are subject to CERTEX checks to ensure the journey is closed correctly. Some of the information on your declarations may be subject to verification after goods departure, so declarations should continue to be monitored until the movement has been completed and the customs declaration is closed in TSS.

Declarations that do not pass CERTEX validation will be moved to a status of ‘Amendment Required’ and you will receive a CERTEX notification message on your declaration. You will need to amend your declaration to resolve the query and resubmit.

Ensure you check your declaration status regularly and act early on any declarations that require amendment. Details on how to resolve CERTEX notifications are explained in the CERTEX notifications section of this guide.

More information on CERTEX can be found on Moving licensed goods into or out of Northern Ireland on GOV.UK.

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What goods and documents are subject to CERTEX verification?

Common Health Entry Documents (CHEDs)

A mandatory document for consignments of specified types of sanitary and phytosanitary (SPS) goods:

• Live animals (CHED-A)
• Document Code: C640
• Animal origin, germinal products and animal by-products (CHED-P)
• Document Code: N853
• Plants and plant products (CHED-PP)
• Document Code: C085
• Food and feed of non-animal origin (CHED-D)
• Document Code: C678

ODS (Ozone Depleting Substances)

• Ozone Depleting Substance
• Document Codes: L100, Y797, Y798, Y799

FGAS (Fluorinated Gases)

F-GAS – Import Only

• Fluorinated Gases
• Document Codes: Y986, Y123, Y124, Y120, Y951, C057, C079, C082, C057, C079

Certificates of Inspection (COI)

• Certificate of Organic Conformity
• Document Code: C644

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Information that is subject to CERTEX validation

Exact match of information including licence reference

Enter the following information in the declaration exactly as shown on the licence or certificate:

• Licence or certificate reference (for example, CHED references)

Note: Enter the exact reference including characters without spaces. The TSS Portal will validate if the CHED is entered in the correct format

• Commodity code
• Net mass – the weight without any packaging expressed in kilograms
• Supplementary units expressed in the measurement unit as shown on the licence or certificate (kilograms, grams, litres, square metres)

Exemptions

• When declaring exemptions, such as Y codes, ensure the ‘Document Reason’ is aligned with the instructions of Appendix 5A and ensure you hold evidence in records to demonstrate compliance with the condition

Document Status Codes

• Ensure the Document Status Code is applicable to the licence or certificate you are declaring. The full list of status codes is available in Appendix 5B (Data Element 2/3: Documents and Other Reference Codes (Union) of the Customs Declaration Service (CDS)
• Only use ‘EE (Electronic Exhausted)’ or ‘ES (Electronic Surrendered)’ if you intend to exhaust or surrender the licence
• Use ‘EP (Electronic Partial)’ only if you are partially using the quantity allowed on the licence

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Guidelines for completing declarations subject to CERTEX checks on TSS

It is essential that CHED references including quantities are declared as raised in TRACES NT to be able to pass validation by CERTEX, prior to the goods movement. Follow the guidelines listed in this section when declaring licences subject to CERTEX to ensure the information is validated correctly.

CHED references and document details

• Ensure the CHED reference entered on the declaration exactly matches the reference in TRACES NT. Copy and paste the reference where possible
• Use the correct document code and licence format for the CHED type being declared
• Apply the correct suffix where relevant:
• V for validated quantities
• R for rejected quantities

Quantities and Allocation

• Declared quantities for ‘Number of Packages’, ‘Net Weight’ and ‘Supplementary Units’ must not exceed the quantity authorised on the CHED
• There is no tolerance for rounding. Declared values must be equal to or below the approved CHED quantity
• Where goods are declared across multiple goods lines or multiple declarations, ensure quantities are correctly allocated and not over‑consumed
• Ensure the total quantity across all goods lines does not exceed the total amount authorised on the CHED
• If your CHED has multiple lines, replicating these lines exactly on the declaration may help identify any quantity mismatch

Supplementary units and measurement units

• Declare supplementary units where required
• Use the exact unit of measurement shown on the CHED, so for example, do not declare grams on the declaration if the CHED is declared in kilograms
• Ensure the unit of measurement used in the declaration matches the unit on the CHED. Mixing units is not permitted

Multiple CHEDs and goods lines

• Only one instance of each CHED can be declared on a single goods item line
• If a single item is covered by more than one CHED, declare separate goods lines, each referencing the relevant CHED and quantity

Commodity codes and validation

• Ensure the commodity code declared matches the commodity code shown on the CHED
• CERTEX validates quantities against the commodity code using only the first eight digits of the commodity code

CHED status and amendments

• Do not use CHEDs that are rejected, cancelled, replaced, or fully consumed
• If a CHED is cancelled or replaced, amend the declaration to reflect the updated CHED reference

Reporting and movement requirements

• Report goods for inspection when required and at the correct inspection location
• When using the Northern Ireland Retail Movement Scheme (NIRMS), follow the completion instructions and declare the waiver using document code XW
• Avoid failing to report goods for inspection, as this will leave the declaration open and delay clearance

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CERTEX notifications

If your declaration is in a state of ‘Amendment Required’, this means the declaration has not passed CERTEX checks and action is required. You will be presented with the CERTEX notification in your declaration, which points to the reason for validation failure. You will need to amend your declaration accordingly and resubmit until the CERTEX checks are passed.

Note: It is important to actively monitor the status of all declarations as some may initially receive a status of ‘Authorised for Movement’ and subsequently move to a status of ‘Amendment Required’ after CERTEX validation has taken place.

Below is a non-exhaustive list of possible CERTEX notifications that may be encountered and the action required to resolve them. If the guidance below does not resolve the error, then you should raise a case on the TSS Portal or contact the TSS Contact Centre on 0800 060 8888.

CERTEX Error: Certificate or Licence Not Found (CL568 Code 328 – “Not Found”)

What it means

The certificate or licence referenced on the declaration cannot be found in the relevant EU licence system, for example TRACES NT.

Why it happens

• The certificate or licence number does not exist
• The reference does not match the official TRACES NT-issued document

How to fix it

• Check the document reference and ensure it is exactly as issued by TRACES NT
• Ensure digits and formatting match exactly
• Correct and resubmit the declaration

CERTEX Error: Certificate or Licence Not Valid (“Others”)

What it means

The certificate or licence exists but is not valid for use on the declaration.

Why it happens

• The document declared is invalid or expired
• A document status declared is not suitable
• The certificate cannot be validated in TRACES NT

How to fix it

• Ensure the correct CHED reference is entered
• Verify the certificate is valid and active in TRACES NT
• Re-check all information and resubmit

CERTEX Error: Reservation Failure – CN Code Mismatch (CL110 Code 03)

What it means

The commodity code on the declaration does not match the commodity code listed on the CHED.

Why it happens

• Incorrect commodity code has been used on the declaration
• The CHED lists a different commodity code for the goods
• Only the first eight digits are assessed

How to fix it

• Correct either the CHED or the commodity code on the declaration
• Resubmit once both commodity codes are aligned

CERTEX Error: Quantity Insufficient (CL110 Code 05)

What it means

There is not enough available quantity on the CHED to cover the declaration.

Why it happens

• The CHED quantity has already been used or partially used in previous declarations
• The declaration requests more than is available
• Misalignment between declared and certified amounts

How to fix it

• Check all the quantities declared in ‘Net Weight’, ‘Number of Packages’ and ‘Supplementary Units’ match the exact quantities on the CHED
• Reduce the declared quantity to match the CHED
• Verify remaining CHED quantity in TRACES NT
• Use or create an additional CHED if needed

CERTEX Error: Measurement Unit Mismatch (CL110 Code 10)

What it means

The measurement unit used in the declaration does not match the one recorded on the CHED.

Why it happens

• The measurement unit on the declaration is different from the one on the CHED (for example, kg instead of g, or g instead of kg)
• Different units for volume/weight/number of items used on the declaration

How to fix it

• Adjust the declaration to match the CHED’s measurement unit
• If the CHED is incorrect, ask the issuing authority to amend it

CERTEX Error: Quantities Cannot Be Validated (CL110 Code 11)

What it means

TRACES NT cannot validate the quantities due to an exception condition.

Why it happens

• A CHED exists, but the system cannot validate quantity
• System-level discrepancies

How to fix it

• Ensure CHED and declaration quantities match exactly
• Contact TSS if the issue persists

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I need to know more

There are additional guides available on NICTA to support you with trade into and out of NI:

• Data guide: TSS declaration data requirements
• Tariffs on goods movements to Northen Ireland (NI)
• Supplementary Declarations: Step-by-step guide
• If your declaration cannot be processed due to an error, see the Guidance on resolution to common error codes for Supplementary and Full Frontier Declarations for instructions on how to resolve the most common errors
• Guidance on controlled goods and the Online Tariff Tool
• How to use the TSS Portal

You can also consult the TSS Contact Centre for support on 0800 060 8888.

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Changes to guidance and policy

Last updated June 2026.

Published June 2026.