You have two options:
Draw it manually – create a polygon or point directly on the map.
Copy & paste coordinates – enter longitude and latitude from your supplier’s file for a specific log or group of logs.
This process is simple and very user-friendly. You can use our HUB solution, which allows you to receive all essential data related to your purchase—such as the invoice, delivery note, tally file, geodata, Reference No (and potentially Verification No). Once your supplier sends the data, you’ll see pending items on your end. You just need to review the data, and if everything looks correct, click “accept.” Afterwards, wait a few minutes for the data to be downloaded, distributed, and stored within your TIMBERplus system. That’s all there is to it.
Forward the original email containing the geodata file to us at support@timberplus.com. We’ll review its structure and format. If needed, we’ll contact the supplier to clarify requirements before importing the data.
We store geodata in the format required by the EUDR TRACES system. We save the geo data for each individual log, and this information is transferred to all products derived from it. For example, both Veneer and Sawn Timber will receive the same geolocation that the original Timber Log had.
Your supplier must provide you all the data that are important for the delivery including the geolocation data. These are stored in TIMBERplus.
You must complete the customs procedure “release for free circulation,” submit a Due Diligence Statement (DDS) in the real TRACES production ssystem, and obtain a Reference and Verification Number before placing products on the EU market.
Purchasing products within the EU market implies that the products already have a Reference and Verification Number and have been processed through the Traces system. You must always store the Reference Number in TIMBERplus. If you need to submit a new Due Diligence Statement (DDS) based on a previous number, the Verification Number will also be required. All these numbers will be provided by your supplier.
In this case, you are not permitted to buy the material. If your non-EU supplier is unwilling or unable to provide geolocation data, you must refrain from purchasing those products. The same applies for purchases within the EU, where the seller cannot place products on the market without providing a Reference Number.
To summarize:
Non-EU purchases: No geodata = no purchase.
EU purchases: No Reference Number = cannot be placed on the market.
A Reference Number always has geodata linked to it (visible or hidden).
Your customer may request different data, but under the EUDR Directive, your EU company is only obliged to provide the Reference Number. Behind this Reference Number, geodata are stored and may be visible or hidden, depending on the setup made during the DDS submission in the Traces system.
If your company is non-EU and there is a possibility that the material will enter the EU in the future, an exchange of geodata between the involved companies is necessary. This exchange enables the Operator (the first EU company importing the material) to submit the DDS accordingly.
Yes. Our API connection allows one-click DDS submission after all required data is recorded in your TIMBERplus system.
Once the DDS is automatically submitted and approved by the TRACES system, you will be able to see the result within TIMBERplus. If needed, you can also amend the DDS from TIMBERplus, with a maximum allowed timeframe of 72 hours.
Operators shall collect information, documents and data which demonstrate that the relevant products comply with Article 3. For this purpose, the operator shall collect, organise and keep for five years from the date of the placement on the market or of the export of the relevant products the following information, accompanied by evidence, relating to each relevant product:
(a) a description, including the trade name and type of the relevant products as well as, in the case of relevant products that contain or have been made using wood, the common name of the species and their full scientific name; the product description shall include the list of relevant commodities or relevant products contained therein or used to make those products;
(b) the quantity of the relevant products; for relevant products entering or leaving the market, the quantity is to be expressed in kilograms of net mass and, where applicable, in the supplementary unit set out in Annex I to Council Regulation (EEC) No 2658/87 against the indicated Harmonized System code, or, in all other cases, the quantity is to be expressed in net mass or, where applicable, volume or number of items; a supplementary unit is applicable where it is defined consistently for all possible subheadings under the Harmonized System code referred to in the due diligence statement;
(c) the country of production and, where relevant, parts thereof;
(d) the geolocation of all plots of land where the relevant commodities that the relevant product contains, or has been made using, were produced, as well as the date or time range of production; where a relevant product contains or has been made with relevant commodities produced on different plots of land, the geolocation of all different plots of land shall be included; any deforestation or forest degradation on the given plots of land shall automatically disqualify all relevant commodities and relevant products from those plots of land from being placed or made available on the market or exported; for relevant products that contain or have been made using cattle, and for such relevant products that have been fed with relevant products, the geolocation shall refer to all the establishments where the cattle were kept; for all other relevant products of Annex I, the geolocation shall refer to the plots of land;
(e) the name, postal address and email address of any business or person from whom they have been supplied with the relevant products;
(f) the name, postal address and email address of any business, operator or trader to whom the relevant products have been supplied;
(g) adequately conclusive and verifiable information that the relevant products are deforestation-free;
(h) adequately conclusive and verifiable information that the relevant commodities have been produced in accordance with the relevant legislation of the country of production, including any arrangement conferring the right to use the respective area for the purposes of the production of the relevant commodity.
The operator shall make available to the competent authorities upon request the information, documents and data collected under this Article.
For the mark:
Supplier
Date
Species
Mark No.
Quantity & unit
Country of origin
Producer
Assign material to the mark
For the purchase invoice:
Supplier
Delivery date
Invoice number & date
Tax info
Payment terms
Product description
Quantity & price
Reference & certificate (if needed)
Assign mark to invoice
Set Country/State/County of harvest
Select the mark in the Purchase Invoice screen and assign it to the Invoice. In the detailed mark screen select the Country/State/County of harvest (production by EUDR directive)
Once recorded, DDS can be submitted in one click from the TIMBERplus web app.
Yes, it is necessary for each product you purchase to have this information collected as well. This can be either the exact date or a specific period. Although there is no requirement to include this info directly when submitting the DDS, in case local authorities conduct inspections, you will need to provide this information for each delivery submitted in the TRACES system. Ultimately, your supplier must deliver geodata that includes the harvesting time to ensure compliance.
Just like receiving data, it’s important to ensure smooth and reliable data exchange with your customers. This helps create transparency along the supply chain and ensures compliance with EUDR requirements.
Through the HUB: If both sides use the HUB, the transfer is straightforward and standardized.
Other customers: For those not using the HUB, direct communication is needed since data formats may differ.
