A DDS can be generated if two requirements are met:

If those criteria are met, the DDS generation will be activated, and you can proceed with generating a DDS. Make sure to check the status shown under the "New DDS" column. This will give you the information if you can generate a new DDS or if the DDS generation is blocked.

If you have already triggered the submission of the DDS to TRACES, make sure to check the status available under https://help.prewave.com/en/articles/584910-eudr-dds-statuses

If deforestation checks show non-negligible risk, you cannot get a DDS number — the product becomes non-compliant and blocked from the EU market. For basic deforestation checks showing risk, you can request an advanced check through Satelligence to rule out false positives. But if the advanced check also confirms non-negligible risk, no further actions are possible and DDS generation is permanently blocked. For legality issues, if the score is below 40, the process is blocked and you cannot generate a DDS. The system does not allow verified remedial actions to override these compliance failures — products must pass all assessments to proceed. Once blocked for deforestation or legality issues, the product cannot be placed on the EU market.

Variations in product visibility usually occur because access is restricted to certain Teams and their associated Product Groups. If you are not seeing the same products as a teammate, it is likely that your user profiles are assigned to different teams. You can easily fix this by asking a Key User or User Manager to verify your team membership. If you have the EUDR Customer Admin role, you can also review and manage these product group assignments yourself. Otherwise, a colleague with that specific role can help ensure your team has the correct access permissions to see all necessary products.

This means that the site has not been validated yet. At this stage, you cannot add supplier contacts and engage with the supplier via the platform. Please reach out to your Support or to your Implementation Manager and share the list of sites that need to be validated.

Please use the Chatbot first to cover any questions you have on the EUDR compliance flow in Prewave, for troubleshooting any issues and for raising your requests to the support team. Should you have any bigger issues impacting overall compliance, please reach out to your Implementation Manager or Customer Success Consultant.

You need either a "Key User" Plan or a "User Manager" Role to control access to the platform. Key users and basic users with the role user manager can invite new team members at any time. Keep in mind that only a key user has the authority to assign another user the key user permission.

Prewave is designed with these specific regulatory requirements in mind, ensuring that all data related to the EUDR is securely stored for the mandatory five-year period. This retention policy remains in effect even if a supplier is deleted from your active view or your immediate network. As long as you maintain a valid contract with Prewave, you can rest assured that this documentation is preserved and remains available for your compliance records.

Usually, supplier screening and validation are completed within a couple of business days. If the supplier is already active in our network, this information can often be shared with you even sooner. For receiving the DDS, the speed is largely driven by the supplier. Once they provide the necessary information, it is available to you immediately. We find that clear communication with your suppliers helps speed up this process significantly.

Teams allow you to control visibility and editing rights within Prewave. Access to Supplier Collections (if they are assigned to a team) and Product Groups is restricted based on team membership. You will only see and manage the suppliers or products that your specific team is assigned to. This helps keep your company network organized and ensures data is only handled by the right people.

You can add multiple polygons to one origin. This is a common practice among our customers and suppliers. Just ensure that your GeoJSON file stays under 25 MB and that you do not exceed 1,000 lines of location data per entry.

Prewave offers various resources to ensure your suppliers are comfortable and successful on the platform. All the resources for suppliers related to EUDR compliance can be found here: https://supplier.prewave.com/en/

This is described in the article: https://help.prewave.com/en/articles/424315-eudr-user-rights-roles-and-plans

No, Product Groups are created manually in the Prewave platform.

For all wood-based products, the scientific name is a mandatory field within the Prewave system. If you do not yet have the specific scientific name available, you may use a temporary dummy value, such as "Placeholder". However, please keep in mind that accurate scientific names are essential for full regulatory compliance, so we recommend updating these placeholder values as soon as the correct information becomes available.

Pricing is on Product level. One product line = 1 product in contract terms, regardless of how many product references it includes.

Site Groups are not required for EUDR. The relevant action is Self Assessment, used to send questionnaires to suppliers.

Prewave is investigating. Please verify whether you are using the Upload Data or Import Products tab. For guidance, see: help.prewave.com/en/articles/526510-eudr-import-products

Documentation is available at: https://help.prewave.com/en/articles/424315-eudr-user-rights-roles-and-plans

Check your credentials with your Implementation Manager. Ensure you are using the correct sandbox email address and not your production account credentials.

No, because in that case you would not need to upload the outbound (final) product to the Prewave system. When we are speaking about inbound and outbound products it is always related to EUDR-relevant products according to Annex I.

To manage the export of legacy stock, you must first verify if the product is subject to the regulation based on its production timing. If the product is non-EUDR relevant due to when it was produced, Prewave provides a specific workflow in the Supplier Engagement module to document these exemptions (e.g., due to production timing).

This assessment evaluates a supplier's overall readiness for the EU Deforestation Regulation (EUDR) and tests the robustness of their internal due diligence processes. This assessment is available on the Prewave platform and can be sent to your suppliers' pool.

The SMA only consists of 5 main questions which should be done quite quickly. If they are EUDR affected, a more detailed assessment with 70+ questions has to be answered which takes about 30 minutes, and only needs to be answered once a year.

Currently, it is not possible to see whether a specific supplier is already registered with Prewave before you engage with them. However, once you begin a process such as sending out a self-assessment, you will gain visibility into their progress.

We offer an automated bi-weekly reminder and can only advise you to remind the supplier as much as possible and reach out to them directly.

Red-flag questions are critical inquiries within the Supplier Maturity Assessment that help identify potential risks, such as whether a supplier collects mandatory Article 9 data or verifies that products are deforestation-free. If a supplier answers any of these questions negatively, the entire assessment is immediately graded as critical.

Once a supplier submits their questionnaire, Prewave automatically evaluates the responses and assigns an immediate rating, such as "Good" or "Critical." While these automated results are available for you to view instantly within the platform, it remains the customer's responsibility to perform a final review of the answers to ensure they meet your specific internal compliance standards.

Yes, suppliers must ensure their answers are supported by verifiable information and are required to explicitly identify and describe the source of that evidence (such as independent audits, producer confirmations, or specific reports) within the questionnaire. Operators must collect this information accompanied by evidence to demonstrate compliance with Article 9 and keep it for five years.

Currently, it is not possible to send manual bulk reminders to multiple suppliers at once within Prewave. However, you can ensure consistent follow-up by selecting the automatic bi-weekly reminder option when initially launching a Self-Assessment. This feature will automatically prompt the supplier for up to two months. If this option was not selected at the start, you may either send reminders for each assessment individually or re-initiate the SMA with the automatic reminder setting enabled.

Once submitted, Prewave performs an immediate automated validation of the geolocation data. This includes technical checks to ensure that the polygons are correctly formatted — for example, confirming they are closed shapes, do not self-intersect, and are accurately placed within land borders rather than at sea. Because these checks are automated, the verification of this information is completed instantly.

Currently, automatic reminders for Product Origin Requests cannot be pre-configured within the platform. To follow up with suppliers, you can manually select the relevant products and suppliers to re-send the request, or manage this process at scale via our API. Please be aware that if you update a supplier's contact information, you must cancel any existing requests and issue new ones to ensure the updated contact receives the notification.

This step takes place during the Product Origin Request. Prewave requests this information per part number, as the EU has so far indicated that evidence must be collected for the specific part in question.

Suppliers can easily forward the Product Origin Request to their own suppliers. Otherwise they can indicate their supplier DDS directly into the Supplier portal.

The Product Origin Request specifically refers to the geographic location where the EUDR-relevant commodity was originally produced or harvested, such as a rubber plantation or a forest. It is important to distinguish this from the supplier's business address or a facility where the material is transformed into a different product. In short, the origin data identifies the actual plot of land where the raw material originated, rather than the location of the company processing or selling it.

You do not need by law to provide any information about the Order Number, Batch Number, etc. But you have to track quantities so that the DDS does not exceed the DDS coverage provided by your supplier.

A single DDS can cover shipments or batches for a maximum period of one year from the date of its submission. Additionally, if the entire quantity specified in a DDS has been used before the year is up, a new statement must be submitted to cover any further products.

When a supplier completes a Product Origin Request (POR) or an origin is added manually, our system cross-references the name with the existing Prewave database. If the producer is already known to us, their details will automatically populate to ensure accuracy. If the producer is not yet in our system, a "Producer Discovery" process is triggered. The producer is validated and screened before adding them to our global database.

If a supplier provides evidence that does not meet your requirements, the best course of action is to re-send the Product Origin Request. This allows the supplier to submit new, corrected documentation. To ensure the next submission is accurate, we recommend contacting the supplier to clarify exactly which standards or documents you need them to provide.

Currently, there is no direct messaging feature within Prewave for following up on specific answers. To discuss a response or request more details, you will need to contact your supplier directly through your usual communication channels.

This status covers a few different scenarios. It may mean the supplier has not responded yet, or it could indicate that they have submitted a response claiming the product is exempt (for example, if it is made of 100% recycled material, sourced from a micro or small undertaking, or falls out of scope due to its composition). We are planning to introduce more specific status updates in the future to help you clearly differentiate between a missing response and a submitted exemption.

There is no set waiting time — it depends entirely on the supplier. If the deadline passes without response, the request is automatically canceled and a new one must be triggered.

This is a confirmed issue. As a workaround, please delete the old request and send a new one.

Once the basic deforestation checks are initiated, you can track their progress directly in your product table. A successful check, meaning the system has identified a negligible risk, is indicated by a green bubble in the "DF Assessment" column next to the product. The Legality Assessment is also triggered automatically as soon as origin information is provided. Once both assessments are successfully completed and all mandatory information is filled out, you can begin the submission process by clicking the "Generate" button. This specific workflow is required for commodities harvested in countries classified as standard or high risk according to the official EU Benchmark.

These columns provide a comprehensive overview of your product's compliance status:

Since the weight field in the initial product upload is not currently linked to other automated processes, we do not recommend entering quantity information at that stage. Instead, when you issue a Product Origin Request (POR), you can specifically request the required weight in kilograms directly from your supplier. Alternatively, you have the option to manually enter or adjust the final quantity information when you generate the Due Diligence Statement (DDS).

The current assumption is that neither the legality assessment nor the deforestation assessment are legally required when the production country is deemed as low risk.

If no initial weight is provided during the product setup or the origin request process, you will be required to enter the net weight manually when generating the DDS. Providing the net weight in kilograms is a mandatory requirement for the final submission. Without this data, the system cannot complete the generation process or transmit the statement to TRACES.

The duration of a basic deforestation check typically takes between a few seconds and 15 minutes to complete. If the basic check returns a status of "non-negligible," you have the option to trigger an "Advanced DF Check" within Prewave, which is powered by Satelligence for deeper satellite analysis. Please note that the advanced check is only available if it is included as a specific service within your existing contract.

It is not a static number but is continuously updated based on real-time data monitoring and specific risk indices. The score functions in the following way:

Analogy: Think of the legality score like a credit score rather than a final exam grade. Just as a credit score fluctuates based on your daily financial behavior and external factors, the legality score adjusts based on the supplier's ongoing behavior (news alerts) and the environment they operate in (country/industry risk).

You can export the Legality Assessment score by downloading a report:

For EUDR, please note that the site scores are relevant only. The Legality Assessment scores relevant for the DDS generation are the Producers scores. Those can only be viewed on the platform and cannot be exported.

No, since you are set up in multiple accounts. If you would all be in the same account then yes, but with this set up unfortunately not.

Yes, it can take time. The "Required" status often indicates that the system is processing the validation of the producer targets you uploaded. The system must first validate the producer's existence and location to generate the necessary risk alerts and scores before the status updates to "Negligible" or otherwise.

The Legality Assessment is triggered automatically as soon as the specific origin and producer information is received. This assessment evaluates the producer at the source, not your direct supplier, and the risk score becomes visible once the producer is validated in our system. Please note that while the assessment is automated, a risk score is only legally mandatory for commodities harvested in standard and high-risk countries; it is not required for products originating from low-risk areas.

Yes. In the Supplier Portal, if a product is not EUDR-relevant (e.g., due to material composition like synthetic rubber), the supplier can "Reject" the origin request, select a reason, and upload supporting proof (such as your exception letter). You can then view and download this file directly in the platform.

Prewave uses a validation logic that compares your input data against its existing database and external registries. If the system is confident that your input refers to an existing site (despite name variations), it will match and validate the target automatically; otherwise, it checks other databases to verify the site's existence and validate it.

Yes. You can manually input all necessary data on behalf of the supplier. This includes adding origin information (drawing polygons or uploading GeoJSON) via the "+" symbol or manually adding a Supplier DDS reference if they provide you with the data outside the system.

Yes. The provided origin details are displayed in Prewave, and you can expand the origins to view detailed information. This allows you to visualize the geolocation data (polygons) on the map to manually verify if the stated area matches your knowledge of the supplier's operations.

Yes. The system matches producers based on the ProducerName, ProducerCountry, and the geolocation data provided in the file. Prewave compares this information against its database and external registries to validate the producer's existence even without a specific address field in the GeoJSON.

Yes. When you enter the DDS Reference and Verification Number, Prewave automatically checks them against the EU TRACES system. Upon successful validation, the system retrieves the associated data — including products and their specific origins — and links them to your product.

When the area turns out to be affected by deforestation (status DF check Non-Negligible), you can go to the DF Assessment column and hover over the non-negligible status. A window will pop up showing a map of the area checked and the area deforested, including the total plot area of primary forest detected and the total area of primary forest actually deforested in the plot verified. We at Prewave are currently working on improving the visualisation of data.

The different values refer to different information: the primary forest detected and the actual area of primary forest deforested from the plot verified. The data shown also varies based on the type of Deforestation Check you have requested (basic or advanced).

When you trigger a new deforestation check, you can have the status "Basic Required". You know that the basic check was performed when the status appears in the DF Assessment column. The status that can appear is "Negligible" or "Non-Negligible".

When you trigger a new Advanced deforestation check, the button "Request advanced check" will be available in the overview. This will be the case only if the basic deforestation check turns out to be "Non-negligible". You know that the advanced check was performed when the status appears in the DF Assessment column as "Negligible" or "Non-Negligible".

If a basic deforestation check returns a "non-negligible risk" result, it does not necessarily mean your product is non-compliant. It may be a false positive caused by low-resolution data. To resolve this, Prewave offers an Advanced DF Check powered by Satelligence. This advanced review can often rule out errors and confirm that no deforestation actually occurred, allowing you to proceed with your compliance journey. If your current contract does not include Advanced DF Checks, we recommend reaching out to your Account Executive to discuss adding this feature to your plan.

No notifications currently exist in Prewave or via email for non-negligible deforestation checks. A report is being explored internally.

The result shows as "Negligible" or "Non-Negligible" in the DF Assessment column once complete. When the basic check is done and shows as "Non-Negligible", the "Request Advanced DF Check" button becomes available. The advanced check also shows as "Negligible" or "Non-Negligible" once completed.

The first area refers to the basic deforestation check. The second (now visible in the platform) relates to the advanced deforestation check, which covers a different geographic scope.

Options include supplier self-assessment questionnaires via the Actions module, internal risk assessments, or other mitigation measures. Please contact Prewave for a tailored approach.

While the processing time for the TRACES system is outside of Prewave's direct control, you can typically expect to receive your DDS number within a few minutes of submission. If any issues arise during this process, Prewave will display a submission error along with a specific explanation of why the submission could not be completed. This allows you to quickly identify and resolve any data discrepancies and retry the submission as needed.

The requirements are defined in the regulation and Prewave has applied these in the platform:

Please consult the documentation of the TRACES system: TRACES System Documentation

The origin information is mandatory by the regulation for the creation of a DDS. A DDS cannot be generated while the due diligence is still running.

Yes, even if you appoint an authorized representative who can generate DDS on your behalf in TRACES NT, the EU still requires your company to be registered in the system.

A due diligence statement (DDS) reference number uniquely identifies the statement, while the verification number is a security token to validate the reference number's authenticity.

This was the case because, for testing purposes, our demo accounts (and also customer sandbox accounts) are currently working in a Prewave test environment that is connected to an in-house-built TRACES simulator.

The production date is a mandatory field that must be completed when a supplier provides origin information via the Product Origin Request (POR). If the goods were produced before June 29, 2023, the supplier can indicate within the POR that the product is out of scope. To verify this, they simply need to select the relevant TARIC code and provide evidence.

Currently, Prewave supports creating DDS only per line.

We are aware that China indicated that they may prohibit sharing geolocation data from plantations. However, the EU clarified very clearly in FAQ 1.31 that geolocation is a core requirement of the Regulation. Operators cannot rely on national laws restricting data sharing to avoid providing plot-level geolocation. Without submitting this data, operators cannot meet the due diligence obligations under Art. 8 and therefore cannot place, make available, or export the relevant products on the EU market.

While our Terms and Conditions establish that Prewave acts as your Authorized Representative, submitting a Due Diligence Statement (DDS) through TRACES requires an additional legal step. For every entity registered in TRACES that wishes to submit a DDS, a separate, formally signed mandate is required. This document provides the specific legal permission needed in the event of an audit by authorities such as the BLE. If your organization has not signed this mandate yet, please contact your Customer Success Consultant or Implementation Manager, and they will guide you through the setup process.

We believe the best approach is to first upload the master data, as "mass" is transactional data and will change with every DDS generation. You should put it into the POR where you request a certain weight for the supplier to provide you with a specific DDS coverage in accordance with your demanded weight.

A single Due Diligence Statement (DDS) can indeed cover multiple parts from a single supplier. Within the Prewave platform, each DDS is then accurately mapped and assigned to your specific relevant products. It is possible for multiple DDS numbers to exist for the same part if they are tied to different batches or shipments. Furthermore, since a supplier often provides the same material to various customers, the DDS information your supplier shares with you may also be shared with other OEMs to cover their respective compliance requirements.

Yes, the DDS references are available on Prewave and can be exported to Excel.

Yes, you can withdraw or amend a submitted Due Diligence Statement (DDS) in the EU TRACES system, but only within 72 hours after the reference number is generated. Withdrawal is not possible if the reference number has already been used in a customs declaration, another DDS, or if the product is already placed on the market.

This information is not populated automatically because it is tied directly to your Product Group settings. In Prewave, the system pulls entity details based on how each specific Product Group has been configured. To resolve this, a user with the EUDR Customer Admin role must access the Product Group management settings and ensure the correct entity information is assigned to the relevant groups. Once these settings are updated, the information will be selectable in your DDS tab.

Not possible. DDS cannot be submitted from the Groups screen.

Not currently available. Each entity requires a separate DDS submission.

Yes — the TRACES emulator is active in the Sandbox. Click the Generate button or open a DDS draft and click "Submit DDS".

Yes, DDS cloning is available in the Sandbox environment.

Yes. A Power of Attorney is required under EUDR Article 4(2) for Prewave to submit DDS on behalf of the customer.

One signed POA covers all entities under a single contract, regardless of the number of EORI numbers.