Today, most customs procedures are conducted through electronic platforms, including customs declaration submission, document authentication, and interactions with customs systems. These activities require a company’s digital signature to ensure legal validity and secure authentication. So, how can a business register its digital signature with customs authorities? In this article, VinaOpen provides a step-by-step guide on how to register and properly use a digital signature in compliance with customs regulations.
What Is a Customs Digital Signature?
A digital signature used in customs procedures is an electronic authentication method that verifies a company’s identity when conducting transactions on the electronic customs system.
A digital signature serves as an electronic authentication tool used by businesses for activities such as:
- Registering company information
- Submitting customs declarations
- Filing declaration amendments
- Sending electronic documents to customs authorities
According to Decree No. 08/2015/NĐ-CP, as amended and supplemented by Decree No. 59/2018/NĐ-CP, electronic customs procedures allow information to be transmitted, received, and processed through computer systems and networks instead of traditional paper documents.
As a result, digital signatures help ensure:
- Data authenticity
- Data integrity
- Legal validity of electronic documents
A digital signature is an electronic authentication method.
What Requirements Must a Digital Signature Meet for Customs Use?
According to Article 5 of Circular No. 38/2015/TT-BTC, a digital signature used for customs procedures must satisfy the following requirements:
- The digital signature must be issued by a licensed public digital signature certification service provider operating in Vietnam and approved by the General Department of Customs for system integration.
- The certification service provider must be recognized by customs authorities and included in the list of approved certification service providers.
- The digital signature must be recognized by customs authorities and compatible with the customs electronic data processing system.
For businesses registering a digital signature with customs, the following conditions must also be met:
- Possess a valid tax identification number and operate legally in Vietnam.
- Have obtained a digital signature from a licensed digital certification service provider.
- Ensure that the digital signature device (USB Token or remote digital signature solution) remains valid.
- Have a computer with internet access for electronic customs declarations.
- Register to participate in the electronic customs system according to customs regulations.
- Install all required declaration and electronic signing software.
Businesses must obtain a certified digital signature before registering it with customs authorities.
5 Steps to Register a Digital Signature with Customs
If a business already possesses a valid digital signature, it can register it with customs authorities by following these steps:
Step 1: Install and Activate the Digital Signature
Insert the USB Token containing the digital signature into the computer’s USB port.
Select “Run” to begin the installation process.
Step 2: Access the General Department of Customs Website
Visit the General Department of Customs website:
Then select:
“Online Public Services” → “Register Enterprise Digital Signature.”
Step 3: Verify Digital Certificate Information
The system will automatically detect the digital certificate information from the USB Token or remote digital signature.
The business should review the information and confirm registration according to the system instructions.
A valid digital signature can then be registered with customs authorities.
How to Register for the VNACCS System
VNACCS (Vietnam Automated Cargo Clearance System) is Vietnam’s automated customs clearance system.
The system allows businesses to:
- Submit export customs declarations
- Receive customs clearance results
- Pay taxes and fees online
After successfully registering a digital signature with customs, businesses must also register to use VNACCS in order to carry out export procedures.
Step 1: Access the VNACCS Registration Website
Visit:
Select:
“Public Services” → “Register for VNACCS System Use.”
Step 2: Register or Update the Administrator Account
Select:
“Register/Update Administrator Account.”
Enter:
- Tax identification number
- Email address
- Password
Then click the triangle icon under the “Digital Signature Information” section to retrieve digital signature details.
Select “New Registration.”
Step 3: Log In to the System
The system will display the “Login Information” screen.
Select the corresponding digital signature and:
- Enter the tax identification number
- Enter the password
- Click “Login”
Step 4: Register Customs User Information
Return to the homepage and select:
“Registration” → “New User Registration.”
Under the “General Information” tab, enter:
- Representative information
- Company address
- Tax identification number
- Business sector
- Other required information
Click “Save” to complete the registration.
Then proceed to the “Customs Declarant Information” tab and enter the required information.
Businesses must register for the VNACCS system before they can submit declarations and complete export procedures.
Read more: A Complete A-to-Z Guide to Exporting Goods from Vietnam for New Businesses
Important Notes When Registering a Digital Signature with Customs
To ensure a smooth registration and usage process, businesses should pay attention to the following:
- Check the validity period of the digital signature before registration.
- Ensure that the company information on the digital signature matches the tax registration information.
- Register a new digital signature immediately when changing service providers or renewing the digital certificate.
- Protect the USB Token and account credentials to prevent data loss or unauthorized use.
- Regularly update knowledge of new regulations regarding electronic customs procedures and the VNACCS system.
- Maintain complete electronic records to facilitate future searches, verification, audits, or inspections.
Conclusion
In summary, registering a digital signature with customs is an essential and mandatory step for businesses participating in electronic customs declaration activities.
With the information shared by VinaOpen above, businesses can successfully register their digital signatures and connect to the VNACCS system, helping shorten processing times, reduce errors, and ensure the legal validity of electronic transactions.
