This article provides instructions and guidance for the use of Swiss post DDP solution.
Swiss Post/EAS DDP in the EAS Dashboard
Once the merchant’s store is configured, a new Swiss Post/EAS DDP menu option appears in the EAS Dashboard, displaying:
- Swiss post/EAS DDP menu option
- Orders destined for supported EU countries.
- Both IOSS and DDP orders are visible in the order list.
Orders intended for shipment via Swiss post DDP can be selected in the “Shipments” menu option. Orders have to be opened individually in the “Open order” menu item.
Orders already fulfilled via Swiss post DDP will be marked with “Download Label, Tracking” the “Actions” column.
Preparing and Shipping Orders
Order Data input and validation
Before submitting orders to customs, merchants may need to correct order details (HS code, customs description, buyer delivery information). Current order status and required actions are visible in the Actions column (1) . There may be 3 options visible in the Actions column:
- “Check order information” means that either the process of DDP shipment has not been started yet or there are still issues with recipient or parcel content data. Pressing the button will redirect to the order content;
- “Sign Pro-Forma invoice” means that the Pro-Forma invoice is to be signed and uploaded. Pressing the button will redirect to the order content;
- “Tracking” is a redirection link that will allow to track dispatched parcel.
The order content is always accessible if the order line is clicked (2).
Open the order to request the label and correct the delivery and product data, if needed.
The order card will open. Necessary changes may be introduced in this view
- Item description received from the store. It can be used for further reference while inputting the item description for the customs in German.
- If the item has previously been present in the EAS dashboard and the German customs description has been previously entered, then the field would be filled from the EAS database. Otherwise, it must be filled. Available options for choosing the customs description: (2.1) Item description from the store can be used (for Shopify stores) or (2.2) manual input for the customs description can be applied. Please, refer to Annex 1 for the German description and HS code filing. Annex 2 contains instructions for adding German customs description for Shopify stores.
- Mobile phone number with international dialling code (e.g., +49 for Germany). Mobile phone number is mandatory for Swiss post DDP deliveries. EAS will transfer the phone number from the store order data, but, if it is missing in the order, it must be added manually.
- Postal code is also mandatory and must be correctly provided in the order form.
- Correct HS code is entered. It should be at least 8 digits long (preferably 10). You can use tools like Goods Tree - Fintaric to find the correct code. Please, refer to Annex 1 for the German description and HS code filing.
The EAS Dashboard provides instant feedback on data validation. If the phone number or the post code is not correct, EAS will not allow for the order to continue until the data is corrected manually.
German customs description, HS code, post code and customer phone number can be changed as many times as needed before the label is requested.
Once input German customs description is input it will be automatically displayed/used for the same item next time the same item is sent.
The final step is to download the pro-forma invoice signet and upload it back to the system . the signed pro-forma invoice is required for claiming Swiss customs duties preferences:
To prepare the pro-forma invoice download it by pressing button (1) and then upload the signed and scan document by pressing button (2).
After all data is correctly input and validated and the signed pro-forma invoice is uploaded the option “Request Swiss Post Delivery” becomes available:
EAS collects the country of origin from the store. If the preference rules are wished to be applied, the proper country of origin should be used in the store. Pro forma invoice in such a case should be signed and sent to the customs broker (see further for instructions).
Shopify customers can mass input German description into their shops. EAS will collect that data from the shop and there will be no need for manual input of the German customs description in the EAS dashboard. See Annex 2 for instructions.
Requesting DDP Labels
- Select an order in the Shipments menu.
- Adjust/correct order data as explained above, if needed.
- Click Request Swiss Post Delivery.
- Once ready for shipment, 4 new options appear:
- First Mile Label: Optional first mile label that can be used for DDP deliveries to the EU. EAS will make a standard domestic Swiss post Priority label for the parcel to be used for the parcel delivery from Merchant’s local post office to the DDP warehouse. Merchants can also use their own printed first mile label. See Annex 3 for the First Mile Label and Franking licence number. First mile label is not required for IOSS shipments.
- Last mile Label: Save and print the intermediary DDP identification label. This Label is used for identification of the parcel at the Swiss post intermediary warehouse
Both the First Mile Label (printed from EAS dashboard or from any other Swiss post labelling solution) and Last Mile Label must be attached to the parcel to ensure due delivery to the EU destination.
Tracking: Access tracking information on Swiss Post’s partner site (Asendia).
- Download Pro-forma invoice: Access to the pro-forma invoice created for customs purposes.
Signed copy of the invoice need to be included into the outer box along with parcels, but not inside the parcels so it is easily accessible by the customs officials.
Order breakdown in the EAS Dashboard
All fulfilled orders can be accessed from the Shipment menu option.
Order View Sections
- Shipment Details: Displays customs duties calculations at three stages:
- Original: Calculation as per the e-commerce platform.
- Preliminary: Calculation based on validated EU customs data.
- Actual: Customs-assessed fiscal data, which may differ if tariff codes are reassessed.
- To Be Paid: Displays the actual invoice amounts in EUR.
- Shipment Timeline: Shows key delivery events.
- Delivery Information: Contains checkout data relevant to shipping.
Packaging, Labelling, and First-Mile Handling
Merchants must follow Swiss Post’s general shipping guidelines: Instructions for Sending Parcels.
Key Requirements:
- The DDP label from the EAS Dashboard must be attached to each parcel.
- All parcels must be sent to Swiss Post’s Zurich fulfillment center at: Recipient: MyEUgate c/o MyCargoGate AG
Address: Grindelstrasse 9, 8303 Bassersdorf, Switzerland - Any courier service, including Swiss Post, can be used for domestic transport to Zurich.
- Multiple parcels can be sent in one shipment, provided each is labeled correctly.
- A Swiss Post first-mile label will soon be available to simplify direct invoicing.
This manual provides a comprehensive guide to using the Swiss Post/EAS DDP solution. For additional support, merchants can contact Swiss Post or EAS.
Annex 1.
German customs description. HS codes assigning.
All Swiss post DDP parcels enter the EU customs territory via Germany. The German customs place specific requirements for the descriptions put through the German customs. As such the items need to have been described in German and must follow specific guidelines. The items description should be based on applicable TARIC HS codes that are used in the order. EAS collects items information from the store, unfortunately, item description and HS codes available in most e-commerce environments are not fully suitable for direct use in the customs process both due to the underlying language used in the store and the general approach to description applied in the stores for marketing purposes.
The minimum length of the HS code is 8 digits, 10 digits is preferable. In examples further 8 digits length is used with 2 digits shown in brackets.
Do not use Swiss tariff codes since they are different form the EU codes.
The customs description should be done in German and should follow further rules:
- Intended Use
Clearly state the purpose of the item from the practical purpose. Refer to the HS code description available in the TARIC to provide the description.
Examples: wristwatch, electric kitchen appliance, imitation jewellery, women's clothing, printed book.
If necessary, provide more detail: Fully mechanical wristwatch with a wristband, hand-made, girl’s t-shirt with logo, winter and all-weather hiking boots with removable insoles etc.
- Materials Used
Specify the materials where applicable. Used materials are important especially for clothing and shoe products.
Examples: Imitation jewellery made from non-precious metals with natural pearls, Enamel pin with natural stone elements, Girl’s t-shirt with at least 60% cotton content, Men’s shoes with full leather upper and rubber soles.
- Special Characteristics
Include relevant specifics applicable to the item.
Examples: Essential natural oil infusion, not for human consumption as food, lightweight protective helmet, not suitable for children or professional use; sunglasses with plastic lenses, not made with a medical prescription or for medical purposes; printed book, fiction, does not contain adult of advertisement content
Customs description should be added to the specific field in the order card. If customs description is added once and the item name in the store stays the same the description will be retrieved from the EAS database and input automatically.
Further we will provide some examples that describe the above rules
Example 1.
Description in the store: Magic ring with hand-made enamel heart and crystal panes.
HS code to be used:
The code used for the item is: 7117 90 00 (00)
Customs description (to be done in German): Imitation jewelry, a ring to be worn as jewelry, made of stainless steel with no precious metals used with glass elements.
Example 2.
Description in the store: Plastic spoiler for Volkswagen GTS, can be used for GTS345 models 1:35, requires additional fixings ….
HS code to be used:
The code used for the item is 9503 00 75 (90)
Customs description (to be done in German): Part for toy model electric car made of plastic. Items does not include electric elements. Not suitable for small children.
Example 3.
Description in the store: Fancy T-shirt, made to last in any environment combining best characteristics of natural cotton and long-lasting polyester, designed in Switzerland and made in Italy …
HS code to be used:
The code used for the item is: 6109 90 90 (00)
Customs description to be done in German: Durable unisex T-shirt, intended for sports activities, made of 50 percent cotton and 50 percent polyester.
General tips for the descriptions:
- Do not make the customs description too long and complicated. It is always possible to find short and precise description of the used goods.
- Do not overuse variant characteristics in the description like colour or size (red t-shirt, blue yarn, fit all sizes etc.)
- Apply gender use applicability to clothing items (men’s underpants, women’s dressing gown etc.)
- Use as much as possible terms found in the TARIC when describing your item (knitted blouse, made of synthetic fibres, made of leather etc.)
Annex 2.
German customs description Shopify stores
Shopify customers can mass input German description into their shops. EAS will collect that data from the shop and there will be no need for manual input of the German customs description in the EAS dashboard.
EAS application creates special meta field automatically in your store when this option is enabled in the EAS application:
The new meta field is named “Customs description”. The field is created on item level, not on variant level.
Meta field can be filled on a product level or via bulk edit option in Shopify administrative menu.
To bulk edit the meta field go to Products choose all the products you need to edit and go to Bulk edit:
In the edit view go to Edit and then find and enable the Customs description meta field in the drop-down list:
A new column will be shown, and you can edit it using standard bulk edit mechanisms:
EAS will collect the meta field content automatically and will place it into the order on item level. Data received from Shopify will override previously input manual data. You still can change the description manually in the EAS dashboard though.
Annex 3.
First Mile Label
It is possible to make a first mile label to send the DDP parcel from the Merchant’s location to the intermediary warehouse in Switzerland. The Merchant can use any other available solutions for First Mile Label , for example Swiss post Web Shop Connector.
The Merchant should provide their Swiss post Franking license number so that EAS can print a proper label attributable to the Merchant. Detailed guide on getting the Franking license number : https://help.easproject.com/how-to-find-your-franking-number-in-your-swiss-post-account.
Until the Franking license number is provided it is not possible to print First Mile Label via EAS dashboard. Pressing the button “First Mile label” before the Franking license number is provided will produce the following notice:
After the Franking number is provided pressing this button would render a standard Swiss post domestic label addressed always to the Swiss post DDP intermediary warehouse:
The Merchant will be charged for this label only if the parcel with the First Mile Label is presented to the post office.
Both the First Mile Label (printed from EAS dashboard or from any other Swiss post labelling solution) and Last Mile Label must be attached to the parcel to ensure due delivery to the EU destination.