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Guidelines for Handling System Errors in Receiving Customs Documents

On May 6, 2025, the General Department of Vietnam Customs issued Official Dispatch No. 3946/CHQ-GSQL, providing guidance on how to handle system errors in receiving supporting documents for customs declarations.

Overview of the Issue

According to feedback from local Customs Departments and the business community, the electronic customs data processing system has failed to receive required supporting documents as part of customs dossiers since May 3, 2025.

In response, the General Department of Customs is coordinating with relevant technical departments to identify the root cause and implement system recovery measures as soon as possible.

Temporary Customs Procedures During System Outage

To ensure that import-export procedures continue without disruption, Customs Departments at border checkpoints and inland clearance points are instructed to implement the following temporary solutions:

1. Submission of Documents via HYS Function

Customs declarants are instructed to attach required documents using the HYS function in the electronic customs declaration system. The procedure must comply with Data Field 1.63 of Form No. 01, Appendix II, issued with Circular No. 38/2015/TT-BTC (dated March 25, 2015) and amended by Circular No. 39/2018/TT-BTC (dated April 20, 2018).

2. In Case HYS Submission Is Not Feasible

If the HYS method cannot be used in a timely manner to complete procedures:

• The customs declarant is responsible for retaining all relevant documents in accordance with Articles 16 and 16a of Circular No. 38/2015/TT-BTC, as amended in Clauses 5 and 6, Article 1 of Circular No. 39/2018/TT-BTC.
• For yellow- and red-channel declarations, customs declarants must submit paper documents directly to Customs Officers for manual processing and clearance. Customs officials must accept and archive paper documents as per regulations.

3. Supplementary Submission After System Recovery

Once the system is restored, customs declarants must upload and supplement all missing supporting documents (for green, yellow, and red channels) within 5 working days from the date the system resumes operation.

Responsibilities of Regional Customs Branches

The Heads of Regional Customs Branches are required to:

• Direct their departments and all customs officials to strictly follow legal regulations and this official dispatch.
• Prevent any misuse of the system outage that could cause delays, harassment, or inconvenience to businesses.
• Review all customs declarations, and in cases where documents are missing, urge declarants to supplement the customs dossiers in accordance with the law after the system is fixed.

Conclusion

The unexpected customs system error regarding the rejection of supporting documents is a temporary issue being addressed by authorities. In the meantime, businesses involved in international trade should follow the above temporary procedures to ensure uninterrupted customs clearance.

If your business requires support in customs declaration procedures, HYS submissions, or regulatory compliance, our logistics experts at YGL Logistics Vietnam are here to assist you promptly and professionally.