ZATCA–SFDA Cross-Checks: Avoid Border Holds

ZATCA–SFDA Cross-Checks in KSA:

HS, GTIN & Label-Portal Mismatches That Trigger Border Holds

Even fully approved products in Saudi Arabia can face border holds when data between ZATCA (customs) and SFDA (food and drug authority) doesn’t match.

Every detail — from HS codes and GTINs to Arabic label claims and manufacturer data — must align perfectly.

Even small errors in this digital handshake can trigger sampling, detention, or outright rejection.

What ZATCA Cross-Checks Against SFDA

ZATCA’s automated system verifies every import entry against SFDA’s registration database before clearing goods. The process is highly data-driven and precise.

Key cross-check points include:

• HS Code vs Product Type: The HS code declared in the customs invoice must match the product’s SFDA classification. A mismatch can alter the regulatory route and hold shipments.

• GTIN (barcode) ↔ Portal Mapping: The GTIN on packaging and invoices must match the units and hierarchies approved in the SFDA portal.

• Arabic Label Validation: Fields such as allergens, net quantity, product name, and claims are compared with the dossier artwork.

• Manufacturer & Facility Match: ZATCA cross-verifies the declared factory and establishment against SFDA-approved facilities.

• Shelf-Life & Batch Data: For temperature-sensitive or short-life items, expiry and batch codes must align with approval records.

Top Mismatch Scenarios Causing Holds

Most border detentions result from avoidable mismatches. Below are the most common patterns that trigger customs alerts:

1. Wrong HS → Wrong Route: Using an incorrect HS code leads to reclassification or extra permits, delaying release.

2. GTIN Changed but Not Updated in Portal: Label updates or promo packs without GTIN refresh cause mismatched records.

3. Distributor or Ownership Change Not Filed: Portal records still show the old importer, creating entity conflicts.

4. Product–Facility Mislink: The product remains tied to an inactive or outdated establishment.

5. Promo Packs or Combos Not Registered: Special or seasonal SKUs missing portal entries face automatic stops.

6. Arabic Copy Deviations: Small text differences between the approved and printed artwork (like claims or allergens) can block entry.

High-Risk Product Classes

ZATCA pays closer attention to certain categories due to their public health or regulatory sensitivity:

• Fortified or Functional Foods: Vitamin, mineral, or herbal-fortified items are examined for accurate claim labeling.

• Infant and Early-Life Nutrition: High scrutiny due to safety and compositional standards.

• Animal-Derived Ingredients: Requires clear traceability of origin and facility documentation.

• Sweeteners and Additives: Monitored for SFDA notes or conditional use restrictions.

For these categories, any deviation from dossier data can result in mandatory sampling or testing.

Pre-Shipment Compliance Pass

The best time to prevent a customs delay is before dispatch. A quick pre-shipment validation ensures your documentation and data are synchronized.

Your five-point pre-check list:

1. HS–Standard–Route Validation: Confirm the declared HS code follows the correct SFDA route.

2. GTIN Family Grid Audit: Match inner, outer, and display unit GTINs with portal data.

3. Artwork vs Dossier Check: Ensure that Arabic label and claims align with SFDA-approved artwork.

4. Barcode Consistency: Scanning any layer should trace back to the same GTIN family.

5. Document Validity: Confirm PoA/LoA, CoA, and CFS dates and legalizations are up to date.

This step can eliminate over 70% of preventable clearance issues.

If You’re Already Held

When goods are detained, structured action can resolve the issue faster than reactive communication.

Steps to recover efficiently:

• Assemble a Corrected Evidence Pack: Updated labels, GTIN mapping, HS alignment, and approval snapshots.

• Provide Cross-Linked Proof: Match each data point (GTIN, HS, facility) to the corresponding SFDA record.

• File Clarifications Properly: Submit all corrective documentation within the SLA period.

• Use Advocacy: When holds extend or duplicate errors appear, escalate via regulatory channels to resolve systemic mismatches.

These actions often turn week-long delays into same-day clearances when handled by compliance specialists.

How We De-Risk ZATCA–SFDA Alignment

At Saudi Food Registration, we design data alignment workflows that prevent mismatches before products ship.

• ZATCA–SFDA Data Audit: Verifies portal, invoice, and declaration data for full sync.

• HS & Route Validation: Ensures correct classification and eliminates rework risks.

• Label & Arabic Claim Review: Confirms dossier-approved copy and ingredient phrasing.

• Portal Linking Cleanup: Fixes outdated facility, distributor, or manufacturer links.

• Advocacy for Stuck Shipments: Provides evidence-based communication with both authorities.

By combining regulatory and customs insight, we keep your goods moving—and your approvals intact.

FAQs

• Why are cross-checks stricter now?
  ZATCA and SFDA share data in near real time. E‑invoicing and portal integrations auto‑flag HS, GTIN, and entity mismatches that used to slip through.

• Are small differences acceptable?
  No. Even minor deviations—GTIN digits, unit of measure (e.g., g vs kg), or Arabic claim wording—can trigger a hold. Date format differences are okay if the actual dates match the dossier.

• Who must file corrections?
  The owner of record in the SFDA portal (brand or AR). The importer can submit on their behalf only if roles/PoA allow it. Clarify this before shipping.

• Do promo packs or combos need approval?
  Yes. Each new GTIN or unit of sale must appear in the SFDA portal under the same dossier family, or you risk a mismatch warning at customs.

• How long do border reviews take?
  Straightforward corrections: 1–3 business days after full evidence is filed. Sampling or multi‑entity fixes: 3–7+ days. Advocacy can accelerate alignment when queries loop.

• What documents speed up release?
  Final Arabic artwork, GTIN family grid, HS rationale, SFDA approval screenshots, valid PoA/LoA, batch CoA, and any facility/ownership change proof.

• Can we ship while fixing data?
  Not usually. In some cases, customs may allow controlled relabel in bond if issues are label‑only and evidence is clear; always confirm first.

Read More

• KSA Customs Holds: Border Testing Causes & Prevention

• Fix SFDA Registration Rejection in Saudi Arabia

• How to Avoid SFDA Delays (2025 Guide)

• SFDA Document Legalization Guide to prepare your certificates correctly & avoid rejection

• Check our latest guide on SFDA CFS to ensure your certificate meets all approval requirements.

Need Support?

Facing customs delays or mismatched GTIN/HS issues?
Contact us or use the chatbot. We’ll audit your ZATCA–SFDA data, correct your portal setup, and secure faster releases.

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