You’ve received this guide because you may have also received a request from a customer of yours. Remember, once you receive a request, you have 14 days to complete it.

The process is easy, free, and supported by our team, who can assist with any questions or issues you have. You can also at any point click the yellow Prewave icon in the bottom right hand corner of your screen to get quick answers from Wavie, our support agent.

We have refined and improved the Product Origin Request interface to make your job of data collection and entry easier. We have paid attention to the ability to bulk answer to save you time. If you have any feedback or suggestions please let us know.

If you don’t already have an account in Prewave, you will need to quickly register.

Check Your Inbox: Look for a Product Origin Request email from [email protected] containing information on the request and the customer who sent it to you

Click the Button Complete Assessment: This is entirely safe and will send you to the EUDR area of the Prewave platform

Register or Login: If you already have an account, click Login. Otherwise, register and check your email inbox for an approval email. This is needed to confirm your account.

You will now be able to start filling out Product Origin Requests from one or several customers that are using Prewave for their due diligence processes

If you are already logged into Prewave, just click My Company on the left menu, then EUDR for Suppliers.

The EUDR home screen for you will look like this

You will see there are two tabs.

The first Origin Requests lists all of the requests you have been sent.

The second tab Product by Customer allows you to see which customers have sent you requests, along with how many products.

Here is a breakdown of what each of the column headers mean:

The table of requests is set up much like Excel, where you can order columns, filter and multi-select. To start answering a single or multiple requests, just make your selection and click Answer.

On selecting one or more products and clicking Answer, you will be presented with three pathways, as seen in the image below. Take in mind that once you have answered a request (in all cases apart from a Delay answer), it cannot be undone or edited.

Click on the headers below to send you directly to the relevant section of this article

Click here if you are ready with DDS information, a simplified declaration or are able to add geolocation data for the selected product(s)

Click here if the product(s) you have selected are not relevant to you and you want to reject them. For example they might be exempt from the EUDR, or you are a downstream operator. More information on exemptions and Taric codes can be seen here

Click here if you are not able to provide further information at this time. Take in mind that a delay answer is not final, and are committing via our system to provide an expected date of data submission. You will be presented with different options. More information on those options can be found here

On selecting this option you will be shown three further options to present your data readiness

Select this if you have Due Diligence Statements, a Declaration Identifier or geolocation information of the plots your products are sourced from.

1. Introduction. Our interface will show you a clear step by step workflow where you can select the requests, provide DDS information, link products to the DDS and finally allocate weights to each product request. Click on Start Process to begin.

2. Provide DDS. Click Add DDS to begin

Input your Reference Number and Verification number that you have from the EU TRACES system.

Our interface will extract the commodities included in the DDS entry, of which you can add to the workflow.

If needed, add another DDS, otherwise click Continue to Mapping.

3. Map Commodities / Products. Use the “Filter by HS Chapter” dropdown on the left. The HS chapter you select will filter the list of origin requests you are working on. Mark the checkbox on one or more, depending on your selection.

In the middle section you will see the commodities available, and those as part of the same HS chapter will be available for mapping. At this point you can use the “Hide non-matching products” toggle to only show relevant products. Make your commodity selection and complete the same process by filtering for other HS Codes in the dropdown on the left.

You will see a progress bar in the top right to give you an indication of how far along you are. Click Continue to move to the next step.

4. Map Weights. In this section you will be shown all of the Commodities selected so far and the requests they are linked to. The aim here is to allocate a weight to the net mass of the commodity. This is an important part of the EUDR declaration workflow. If there are no weights that need to be added, you will see in green “No weight allocation required” and you can click Continue.

Otherwise, you will need to allocate a weight to the linked request to be able to proceed.

5. Overview. This step shows you a tally of requests, DDS provided and the requests that are mapped to the DDS. You will be able to filter to show you pending actions with the two toggles “Show only PORs with no DS mapped” and “Show only PORs with missing weight allocation”.

Once you have clicked Finish, there will be a popup asking you if you are sure you want to submit your response. If you are happy with the data you have provided, our system will complete all mapped requests. If there were any part of this task that were unmapped, they will be ignored.

You will thus be sent back to the main interface and the status of your request will change to Answered

Select this if you have a reference identifier from a previously submitted Simplified-One-Time-Declaration.

This option is pending as the EU Commission and systems are still working on the one time declaration workflow. As soon as this is online, we will update the documentation

Select this if you have the geolocation data of the plots your products are sourced from.

You will be shown a step-by-step interface that will walk you through how you can add origin information. Click Start Process to begin.

If the system shows you a warning message “HS Code Mismatch Detected”, it means that you are attempting to add origin information for commodities that belong to different HS codes, which is considered unlikely. You can proceed anyway (if you are certain that the origins are the same for the distinct commodities), or select Back to Selection to more accurately group requests.

Select Add origin to start the process.

The interface will ask you for the County of Production and then the Producer Name. Depending on the country selected, once you type in the Producer Name field, results will appear based on what we have in our system. If the producer is not in our directory, you can add it.

The Production Place Description is a non-mandatory field where you can provide additional context on the origin of this product.

Next you can add a date of production, or a range if necessary.

The most important step now will be adding geolocation information.

You can also do this via a file upload. You can only upload files of type: .json or .geojson

A .geojson file typically contains coordinates (latitude, longitude), geometries (points, lines, polygons), and properties (additional data such as names, types, or other metadata associated with each geometry). This format allows geospatial data to be exchanged easily between systems and applications.

Click Save to be sent back to the Provide Origin Data interface, where you can repeat the process if there are more origins.

Click Next Step

If the customer who sent you the request has provided weights, you will be sent to step 3. If not, you will be sent to the Overview.

Mapping weights is important to ensure that the weight of each product is accounted for in connection to the origin information you are providing. It is a regulatory requirement.

To map weights, select the origin that you want to add a weight to. You will be able to see the pending weight in kilograms in the top bar. This needs to be at 0kg for you to proceed to the Overview.

By clicking the button Complete Required Weights, our system will distribute the total required weight across all mapped origins as part of the request you are working on.

Once complete, click Go to Overview

Here you will be shown a colour-coded list of requests and their origins (visible by the placeholder buttons at the top of the list). The overview area is for you to give a final look at the data you have added to confirm everything is in order. You can click Back at any point to make edits.

Once you are confident the origin information and weights are correct, click Submit Data. You will be sent back to the main screen and the status will chance to Answered

On selecting this option you will be shown a screen where you see a list of all the products you have selected to answer. You will at this point need to provide exemption details. Reasons and definitions can be found here.

Take in mind that you can only provide this answer on requests that are in Requested status. If you have selected requests that are, for example, already Answered or Rejected, we will show you a warning popup.

Click on the button Answer all with same reason to open the answering popup.

Select the exemption reason that applies

Add a comment to include any important or additional information. This is mandatory

Upload evidence that demonstrates the exemption reason for the selected product(s). This is mandatory.

You may only upload data as .pdf,.doc,.docx.. Here is some more information on what constitutes “evidence”.

Click Confirm & Submit All. There will be a final confirmation popup, as once answered, the action cannot be undone.

You will be sent to the main screen and the status will change to a green Rejected. This means that you have successfully marked that product as out of scope.

On selecting this option you will be shown a screen where you see a list of all the products you have selected to answer. You will at this point need to provide reasons why you can’t provide data or exemption information at this point. This workflow is to be understood as delaying the request, which is why we call it “Data Delayed”. Reasons and definitions can be found here.

Click on the button Answer all with same reason to open the answering popup.

Select the delay reason that applies.

For all of the reasons, you will be asked to add an expected date where you can provide data.

Add any additional details in the form of a comment to let your customer know of the status of this product and the likely delivery date

Your customer will be notified of this, so it's important to include as much information as possible here, to add legitimacy to your answer.

Click Confirm & Submit All. There will be a final confirmation popup.

You will be sent to the main screen and the status will change to a red Delayed. This means that you have successfully delayed adding information for this product. You will be expected to provide origin information or reject the product as out of scope once the date you have selected arrives.