Top Criteria for Customs Management Software Selection

Customs management software is essential for efficient and error-free customs clearance. With many options on the market, it's important to know what to look for when choosing the right software. What functionalities are indispensable, and how easy is integration with customs? This article provides a guide to selecting the right customs management software, ensuring compliance with regulations while optimizing your processes.

All-in-one customs solution  

An important factor in choosing customs management software is the completeness of the solutions. Different customs flows require specific solutions. For example, administrative handling of excise goods has different requirements than the import of animal products. Make a checklist of the required customs flows the software needs to support. Ensure the software offers a comprehensive range of systems, such as DMS for import and export, NCTS for customs transit, and DECO for e-commerce imports. Integrations with systems like NVWA, Portbase, and Cargonaut are also crucial depending on your specific needs.

Up-to-date with customs changes

The world of customs clearance software is constantly evolving. Systems are updated, and new regulations are introduced. For example, the AGS system has recently transitioned to DMS 4.0, and ECS to AES. It is essential that your customs management software is always up-to-date and that you can seamlessly transition to new systems under your Service Level Agreement (SLA). Good software automatically keeps you informed of changes and ensures compliance with the latest customs laws and regulations.

Level of automation

Depending on the number of declarations you process annually, the level of automation can be a decisive factor. For companies that send out hundreds of declarations weekly, manual entry can be time-consuming and error-prone. An automated solution can streamline these processes, save time, and minimize errors. Choosing between manual or automated entry depends on the scale of your operations and your available resources.

Effortless information exchange

Efficient customs management software should seamlessly integrate with other systems such as WMS or TMS. This prevents errors and speeds up the process. Most modern customs software offers integration possibilities via XML, CSV, or API interfaces, which are essential for smooth data exchange. Check if the customs software provides the wanted interfacing or if customization is required.

Error-free declarations

With the introduction of systems like DMS, the responsibility for the accuracy of customs declarations has shifted to the declarant. Customs no longer make corrections but instead send a request for correction to declarants. An advanced customs management system helps you identify and correct errors before submitting the declaration. It provides validation tools to ensure all data is correct and complete, helping to avoid rejections and fines.

Transparency and real-time feedback

Good customs software provides real-time insight into the status of your declarations. This allows you to track every step of the process and quickly respond to any issues. The ability to generate reports and conduct analyses helps you make better-informed decisions and continuously improve your processes.

Make declarations anytime, anywhere

Modern customs management software utilizes cloud technology, allowing you to access your data anytime, anywhere. This increases flexibility and ensures you are not bound by office hours or specific locations. Ensure that the cloud servers are reliable and meet the required security standards of Customs.

Stability and scalability

Stable and scalable customs management software is essential, especially during peak loads such as the growth of cross-border e-commerce. The software should be able to handle a high volume of declarations without disruptions. This prevents bottlenecks in your customs processes and ensures smooth handling of your logistics operations.

Always stay compliant

Your customs software should help ensure compliance with all relevant laws and regulations. This includes validating customs documents and providing timely alerts when data is incomplete or incorrect. The system should also be able to automatically generate and convert the appropriate follow-up customs documents, keeping your process efficient and compliant.

Selecting the right customs management software is a complex process that depends on your specific needs and business processes. Consider factors such as completeness, automation, integration, error-free processing, transparency, ease of use, stability, scalability, and compliance. At Gateway, we offer comprehensive solutions designed to meet all these criteria and optimize your customs processes.

Contact us for more information on how our customs management software can further assist your business.