For shipments outside the EU and for the movement of goods into the EU, paper documents are no longer the only factor. Customs and security processes increasingly rely on electronically transmitted shipment and content data, which are passed on in advance via postal and courier service providers, freight forwarders or customs systems. For postal shipments, for example, explicit reference is made to the customs declaration (CN 22/CN 23) and the associated electronically transmitted data. Formal export procedures from Germany are also processed electronically, typically via ATLAS Export, with the export declaration submitted digitally and the Export Accompanying Document made available in the system.
The purpose of this digital data is to enable faster and clearer checks (risk analysis, clearance, plausibility checks). At the same time, complete and consistent information is becoming increasingly important: if electronic data and attached documents do not match, queries or delays often arise.
Digital data transmission for customs (simply explained):
When shipping abroad or into the EU, information about the shipment and its contents often has to be sent digitally to postal services, freight forwarders or customs. This data helps speed up checks and clearance. It is important that the digital information exactly matches the paperwork. If something does not match, the shipment may be delayed.
Key points at a glance
What is it about? In international shipping (shipments outside the EU or into the EU), customs and security processes are increasingly controlled via digitally transmitted shipment and content data, not just via paper documents. (Status: January 2026)
Why is this important? Digital advance data is intended to speed up risk analyses and clearance. At the same time, the requirement for complete and consistent information is increasing.
Core rule for practice:Digital data and paper documents must match. If they contradict each other, this often leads to queries, delays or additional checks.
Typical systems and cases:
Post or courier: customs declaration CN22/CN23 plus electronic advance data (EAD via standards such as ITMATT).
Import into the EU: security data via ICS2 and the electronic ENS (Entry Summary Declaration), often before arrival.
Formal customs declarations in Germany: electronic procedures via ATLAS (e.g. export), including EAD with MRN and subsequent confirmation of exit.
Which data is often required digitally? Sender and recipient, precise goods description, quantity and weight, goods value and currency, country of origin, where applicable HS code and EORI, as well as a clear shipment ID or barcode.
Common errors: overly general goods description, implausible values, digital details do not match CN22/CN23 or the invoice, unclear data flow for EU imports.
Role of MBE: support with shipping labels, carrier handling, bundling of shipping documents and tracking per shipment. Depending on the shipment, support with customs formalities may be possible. No customs or tax advice, no guarantee of clearance.
What does “digital data transmission for customs” mean?
In the shipping and customs context, “digital data transmission” usually means that customs-relevant shipment data is transmitted electronically to the parties involved (carrier/postal service, customs authorities, security/risk systems), often before the goods arrive. In practice, three typical areas of application can be distinguished:
Postal/courier shipments: electronic advance data for CN22/CN23 (EAD/ITMATT)
For postal shipments, information from CN22/CN23 is not only attached in printed form but is also exchanged as Electronic Advance Data (EAD) via standards such as ITMATT. The basic principle is: electronic and paper-based information must match.
Imports into the EU: ICS2 and the electronic ENS
For goods that are transported into the EU or pass through the EU, an Entry Summary Declaration (ENS) in the ICS2 system is required in many cases – as an electronic data set before arrival (for air freight, in some cases additionally before loading with a minimum data set).
Formal customs declarations in Germany: ATLAS (e.g. export)
For customs procedures such as export, declarations in Germany are submitted via the IT procedure ATLAS Export (electronic submission; depending on the setup, among other things via certified software or internet access solutions).
MBE supports the shipping process with shipping handling, label/carrier handling and the bundling of shipment-related documents and tracking information. This does not include a tax/customs legal assessment or any guarantee of clearance.
When is digital data transmission relevant?
Digital data transmission becomes relevant whenever goods must be recorded for customs or security purposes – typically for shipments outside the EU or for goods that enter the EU or are transported through the EU. Depending on the transport route (post/courier vs. freight forwarding/freight), data formats, responsibilities and processes differ.
Non-EU shipping (post/courier): CN22/CN23 + electronic data
For postal and courier/parcel shipments to a non-EU country, customs information is required via a customs declaration (CN22/CN23). In addition, this information is now often transmitted electronically (advance data), which is intended to speed up clearance – at the same time, electronic and paper-based information must be consistent.
Import into the EU (security data): ICS2 / ENS
When goods are imported into the EU (or transported through the EU), certain security data may have to be transmitted electronically in advance. This advance data is referred to as an ENS (Entry Summary Declaration) and is processed via the EU system ICS2 (Import Control System 2).
In practice, this means:
Certain information about the shipment and its contents must be available digitally before arrival.
The airline, shipping company, carrier or logistics partner often handles the technical submission – but the process is only as good as the data quality from the supply chain.
Formal export (Germany): ATLAS / EAD depending on the procedure
For goods shipped from the EU to a third country, a formal export declaration may be required depending on the goods, value and shipping case. In Germany, this electronic declaration is processed via ATLAS Export. Access is possible either through an own/connected solution or via the web application Internet Export Declaration Plus (IAA Plus).
After release for export by the customs office of export, the Export Accompanying Document (EAD) is created in the ATLAS system. The EAD contains an MRN (Movement Reference Number) and a barcode. Before the goods actually leave the EU customs territory, at least the barcode must be presented at the customs office of exit.
Once exit has been confirmed, the confirmation of exit is available as the final/proof document (e.g. in IAA Plus once the process has been completed).
Which data is typically required digitally?
Which information must be transmitted digitally depends on the shipping method and procedure (e.g. CN22/CN23 with electronic advance data, ICS2/ENS, ATLAS Export). In practice, however, the same data elements repeatedly appear for smooth clearance.
Sender/recipient including contact details
Typically name/company, full address and – depending on the process – additional contact details, as this information is regularly required in security and customs processes (e.g. ENS/ICS2).
Goods description (precise), quantity, weight
Generalizations such as “gift” or “parts” are problematic in many digital checking processes. For ICS2/ENS, explicit reference is made to complete/correct data and inadmissible, overly general goods descriptions.
Goods value and currency, country of origin
This information is a classic component of the customs declaration (CN 22/CN 23) for shipments to non-EU countries and, depending on the shipping route, is also carried electronically.
Where applicable, customs tariff number/HS code and EORI/VAT ID (especially B2B)
Depending on the procedure/transport type, HS codes (often at least 6 digits) and identification numbers (e.g. EORI) are required, especially in the context of security data (ENS/ICS2) and professional supply chains.
Shipment ID/barcode (unique ID, especially postal standard)
For electronic advance data (EAD) in postal traffic, a unique shipment identifier (e.g. barcode ID according to UPU S10) is a central technical element.
Practical note on data quality: The “cleaner” the product/shipment data (description, value, origin, assignment to the shipment ID), the fewer queries arise and the more stable the documentation remains along the shipping chain.
Process in 6 steps
A practical workflow helps structure digital customs data and shipping documents so that the shipment can pass through more smoothly – and the documentation remains traceable later for each process. Especially for postal/courier shipments, electronic advance data (EAD) is often used, and for imports into the EU, ICS2/ENS processes may be relevant in the supply chain.
Record article/shipment data (consistent & complete)
Address data, precise goods description, quantity/weight, value/currency, country of origin and, where applicable, HS code/EORI (B2B). Goal: consistent information without “placeholder” descriptions.
Digital transmission to carrier/postal service (EAD) + generate label/barcode
Depending on the shipping method, shipment and content data is transmitted electronically to the carrier/postal service (EAD/ITMATT), while the shipping label with a unique shipment ID/barcode is generated at the same time.
Create documents (depending on the case: CN22/CN23, commercial invoice/proforma, ggf. further documents)
The “paper side” must match the electronically transmitted data: customs declaration, invoice/proforma and, where applicable, additional documents per shipment.
Drop-off/collection, activate tracking
Document posting/hand-over to carrier/postal service, actively use shipment number and tracking status. This makes tracking and internal filing easier.
File delivery/POD information per shipment
Save delivery status, where applicable Proof of Delivery or delivery confirmation (depending on shipping method/carrier) per process – as a practical part of shipping documentation.
Process filing: bundle documents + tracking + correspondence
One process/folder per shipment: shipping label/posting receipt, CN22/CN23/commercial invoice, tracking/POD, relevant email correspondence and internal notes (e.g. clarification of roles). This creates fast verifiability and reduces search effort.
Overly general descriptions make the customs authorities’ risk analysis more difficult and are considered problematic in the security data context (e.g. ICS2/ENS).
Implausible or contradictory information (goods value, contents, where applicable invoice/proforma vs. declaration) often leads to queries in practice and can also increase the risk of returns if details are incomplete/incorrect.
Especially in the postal/courier environment, the rule is: electronically transmitted data and the attached CN22/CN23 information must match. Deviations create unnecessary clarification work.
For goods that are transported into the EU or pass through the EU, complete ENS data in ICS2 is required before arrival. If data is missing in the chain, this can slow down the transport/process.
Digital customs data in the shipping process: implementing structured documentation with MBE
MBE supports the international shipping process with shipping handling and carrier selection (post/courier/express/freight forwarding), the creation of shipping labels and the documentation of shipment status. Depending on the shipment, MBE can also support the handling of customs formalities, customs clearance and import documentation.
Important: MBE does not provide customs or tax advice and cannot guarantee the customs or tax assessment in individual cases.
It means that shipment- and goods-related information (e.g. contents, value, origin) is transmitted electronically to carriers/postal services and, in some cases, to customs/security systems – often before the goods arrive.
Especially for non-EU shipments (customs declaration CN22/CN23 + electronic advance data) and for goods that are imported into the EU or transported through the EU (ICS2/ENS).
In many cases, the information is also transmitted electronically (EAD). It is important that digital data and paper documents match, otherwise queries and delays may occur.
Very often, the problem is overly general goods descriptions (e.g. “parts”, “gift”, “sample”) or implausible values. In the ICS2 security data context, imprecise descriptions are explicitly considered a risk. It should also be noted that the information must be provided in English.
MBE supports the shipping process with shipping labels, carrier selection (post/courier/express/freight forwarding depending on requirements) and the bundling of shipping documents and tracking information per shipment.
MBE supports shipping and documentation, but does not provide customs or tax advice and cannot guarantee the customs or tax assessment in individual cases. Where necessary, a specialist review should be carried out.
Further MBE solutions
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Shipping in Germany
Shipping in Europe
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