Indonesian Vegetables to UK: BTOM Import Checks Guide 2025

A practical, step-by-step walkthrough to complete an IPAFFS CHED-D for Indonesian HRFNAO vegetables under the UK’s BTOM in 2025—covering pre-notification timing, choosing the right BCP, the exact data fields to enter, required uploads, and common rejection pitfalls.

If you’ve felt BTOM rules for UK imports get more demanding each quarter, you’re not alone. We ship Indonesian vegetables to the UK every week, and the difference between a smooth clearance and a two-day delay often comes down to how precisely the IPAFFS CHED-D is completed. Here’s the system we use in 2025 for HRFNAO consignments that keeps our peppers, eggplant, tomatoes, and cucumbers moving.

What BTOM means for Indonesian vegetables in 2025

BTOM has fully bedded in. For HRFNAO vegetable consignments, documentary checks are routine, and identity or physical checks are risk-based. Sampling frequency depends on the product’s risk profile and your compliance history. The reality is simple. Good paperwork reduces the chance of being pulled for costly sampling and speeds up clearance when you are.

We see two broad categories when shipping Indonesian vegetables to GB.

HRFNAO products requiring a CHED-D pre-notification and, for some listings, an official certificate and lab results for residues or contaminants.
Regulated plants/plant products requiring a phytosanitary certificate and a CHED-PP. This article focuses on HRFNAO and CHED-D only.

When you need a CHED-D

A CHED-D is the Common Health Entry Document for high risk food and feed not of animal origin. Use it when your product is listed as HRFNAO under UK rules. In practice, we regularly submit CHED-Ds for products like fresh chillies and some aubergine shipments, depending on the latest risk listings. If your item is not HRFNAO but is still a regulated plant product, it will follow the plant health route with a phytosanitary certificate instead of CHED-D.

Takeaway. Confirm your product’s status before booking space. If your Indonesian consignment is HRFNAO, you’ll need a CHED-D in IPAFFS for every arrival into GB.

Pre-notification timing and the BCP choice

Pre-notify at least 1 working day before arrival. For airfreight, we recommend submitting 12–24 hours before wheels-up. For sea, we aim for 48–72 hours before ETA so BCPs can plan sampling if needed.
Choose a Border Control Post that is approved for HRFNAO and your mode of transport. For sea we commonly use Felixstowe, London Gateway/Tilbury, and Southampton. For air, Heathrow has strong HRFNAO coverage. Other ports and airports may be suitable, but not every BCP handles HRFNAO vegetables. Check the current approved list and your forwarder’s routings.

In our experience, selecting the wrong BCP is the fastest way to lose a day. Always align the BCP on the CHED-D with the actual port of arrival, and confirm the BCP accepts HRFNAO by your mode.

Step-by-step: Completing the CHED-D in IPAFFS

Here’s how we complete a CHED-D for a mixed Indonesian vegetables shipment, for example Red Cayenne Pepper (Fresh Red Cayenne Chili) and Purple Eggplant by air into Heathrow.

Create a new notification

Select High risk food and feed of non-animal origin (CHED-D).
Importer details. UK-based legal entity with GB EORI. The importer or their agent can file.
Consignor/exporter. Your Indonesian exporter details, matching the commercial invoice.

Route and timing

Country of origin. Indonesia.
Country of dispatch. Usually Indonesia, unless routed via another third country where a certificate was issued.
BCP. Pick the exact BCP that will receive the consignment. For air this might be the Heathrow HRFNAO BCP.
Arrival date/time. Use a realistic ETA. If it shifts by more than a couple of hours, update the CHED-D before arrival.

Transport and container details

Means of transport. Air, sea, or road.
Transport document number. AWB for air, BL for sea.
Container/ULD numbers and seal number. Use the physical seal number on the container door. Don’t use the shipping line booking reference. For air, include the ULD ID if known.
Temperature regime. Chilled, ambient, or frozen. Be consistent with the airway bill and packing.

Commodity lines

CN code. Add a line for each product. One CHED-D can cover multiple CN codes if they arrive together in one consignment to one importer via the same BCP.
Description. Use precise product names. Example: Fresh red cayenne chilli, Fresh eggplant, Fresh tomatoes, Japanese cucumber.
Net/gross weight, number of packages, packaging type, lot/batch codes. Match the invoice and packing list. Lot codes help traceability and speed clearance.

Document references

Health certificate number or official documents if applicable to your listing. If your HRFNAO listing requires an official certificate and sampling results, reference them here.
Any lab test reports. Upload if you have residue tests that support risk-based clearance. We’ve shaved hours off checks by providing credible, recent lab results on chillies.

Supporting files to upload

Commercial invoice, packing list, AWB/BL, and any required official certificates or lab reports.
Merge multipage documents into single PDFs where possible. Name files clearly: “Invoice-CHED1234.pdf”, “PackingList-CHED1234.pdf”. Port Health officers appreciate this more than you think.

Submit and share

Submit the CHED-D and capture the reference. Share it with your customs broker and logistics team.
Customs link. Your broker will include the CHED-D reference in the GB customs entry so Port Health can match documents. If in doubt, confirm the reference format your broker needs for CDS.

Practical tip. Double-check package counts and weights across invoice, packing list, AWB/BL, and CHED-D. Three out of five rejections we see are simple quantity mismatches.

Documents you’ll typically need for HRFNAO vegetables

Commercial invoice and detailed packing list.
Transport document (AWB/BL) and, if containerised, seal number evidence.
Official certificate or lab results if your product listing requires it.
Any producer declarations tied to risk mitigation if requested by the BCP.

When we ship Tomatoes and Japanese Cucumber (Kyuri) together, we compile a single, neatly labelled PDF set. The cleaner the file pack, the faster the Port Health review.

Common pitfalls that trigger delays or rejections

Wrong BCP or mode. Selecting the wrong BCP for HRFNAO by air vs sea is a day lost. Always check the HRFNAO capability of the actual BCP.
Certificate mismatch. Product on the invoice not covered on the certificate, or vice versa. Align the line items.
Seal or container errors. Seal number on CHED-D doesn’t match the BL. This almost always triggers an intervention.
Missing lot codes. Some BCPs push back if traceability is vague. Use producer lot codes.
Late pre-notification. Submitting after arrival puts you at the back of the queue. File at least 1 working day ahead.

Advanced insight. If you’re repeatedly sampled on a specific line, invest in a consistent residue-testing program and share recent results in your CHED-D uploads. Over a few compliant consignments, we’ve seen sampling rates reduce.

Booking, fees, and inspection reality in 2025

BCP booking. Many ports require a slot or handling request through their port community system. Your agent usually books this once the CHED-D is submitted.
Fees. Expect documentary/identity fees from the BCP, plus any sampling and lab analysis charges if selected. Ballpark can range from tens to a few hundred pounds, with lab tests pushing costs higher. Your agent can get you a port-specific estimate before you ship.
Outcomes. Documentary-only release, identity check (labels, seal, quantities), or physical sampling. Build time buffers into your arrival plan, especially for chilled cargo.

Your key questions answered

What is a CHED-D and when do I need it for Indonesian vegetables?

It’s the entry document used on IPAFFS for high risk food and feed not of animal origin. You need it when your vegetable product is listed as HRFNAO under UK rules. If your commodity falls under plant health rather than HRFNAO, you’ll need a phytosanitary certificate and a CHED-PP instead of a CHED-D.

How far in advance must I submit IPAFFS for HRFNAO vegetables?

At least 1 working day before arrival. We aim earlier. For sea, 48–72 hours before ETA works best. For air, 12–24 hours before wheels-up usually avoids rush edits.

Do fresh Indonesian vegetables need a health certificate or a phytosanitary certificate for the UK?

It depends on the listing. HRFNAO lines may require an official certificate and sometimes lab results. Plant health-controlled lines require a phytosanitary certificate. Confirm using the current UK listings before you book cargo.

Which UK Border Control Posts accept HRFNAO vegetables arriving by sea or air?

Major sea BCPs include Felixstowe, London Gateway/Tilbury, and Southampton for HRFNAO. Heathrow covers HRFNAO for airfreight. Others exist, but not every BCP accepts every category. Always verify the specific BCP’s HRFNAO scope by mode before you submit.

What documents do I upload to IPAFFS for a vegetable consignment?

Invoice, packing list, AWB/BL, container/seal details, any required official certificate and lab results. If you have relevant residue tests for chillies or okra, include them. They help officers risk-assess your load quickly.

Can my customs agent submit the CHED-D on my behalf?

Yes. The importer of record or their appointed agent can create the CHED-D in IPAFFS. Make sure your agent has your complete document pack and authority, and that they share the CHED-D reference with your customs declarant.

How do I avoid delays or rejections at the BCP for Indonesian vegetables?

Pre-notify on time, pick the correct BCP, align quantities across all documents, use the true container seal, and upload clear certificates. If your product is frequently sampled, supply credible residue tests proactively and keep an impeccable compliance record.

Final, field-tested tips from our team

Mixed consignments. One CHED-D can cover multiple CN codes if it’s one consignment to one importer through one BCP. Keep descriptions and weights clean per line.
Editing ETAs. If your arrival time shifts, update the CHED-D before arrival. If the consignment has landed, notify the BCP directly to avoid a missed slot.
Temperature notes. Declare chilled vs ambient accurately. We’ve seen identity checks triggered just because documents said ambient while the AWB showed cool-chain handling.

If you’re working through a live case and want a second pair of eyes on your CHED-D draft or BCP choice, feel free to Contact us on whatsapp. And if you’re still scouting supply, you can also View our products to see the export specs we build our clearances around.