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Animal Products E-cert Help Files

E-cert Welcome Page

Home Page

When you enter a valid user name and password the Welcome page is shown. This is the "Home" page for the Electronic Certification website (E-cert).

You must always use your own log-in and password.

Do NOT have Internet Explorer save your user name and password.

If you are not prompted to enter a name and password when you first enter E-cert, someone else must still be logged into the system. To log them out close ALL internet browser windows then start the browser up again. All actions taken will be linked to the current log-in. The first name associated with the user ID will appear in the Welcome statement.

Here is an example of the Home Page:

Navigation

On the left is a navigation frame, which gives you some information about the system and links to the system functions.

Under the NZFSA logo you will see either "Training" or "Live System".
It is important that consignors are sure of which system they are using and do not raise training certificates on the live site or vice versa. The Training system has a diagonal "Train" watermark throughout each of its pages as shown in the image above.

The system function links are divided into groups:

Electronic Certification

All users have these links under the Electronic Certification heading. Some of these links open in a new browser window so that anything you are currently working on is not lost.

Home
Takes you back to the initial welcome page (as shown above) no matter where you are in E-cert.

Help
Opens in a new window the NZFSA E-cert home page with links to these E-cert help files, tutorial and Frequently Asked Questions.

Personal Details
Opens a page on which you can change your E-cert password.

Problem Report
Opens a new window with a form for reporting any problems encountered when using the system. Fill in the form and click on the submit report button at the bottom. It is very important that any errors are recorded this way so the development team can get them fixed as soon as possible.

User Report - Not available to Overseas Border Inspectors
Opens a report that allows a user to view the types of users who use E-cert, and the types of permissions they have. See User Report for an example.

Available Templates - Not available to Overseas Border Inspectors
Opens a new window with a list of all the current export certificate templates for all countries. There is a drop-down list at the top of the page that allows you to show only the templates for a selected country. For each template there is a link to the template layout, a link to the XML data format and a link to the emergency paper template for printing and manual completion if E-cert is unavailable. See Available Templates for an example.

New Certificates - Consignors only

This group of links appears if you have Consignor permissions. For more information on raising new certificates see Raising an Eligibility Document or Export Certificate.

XML Batch File
Takes you to the batch file submission screen. This screen allows you to attach an existing XML file from your computer to directly transmit the information to E-cert. For more information on creating new certificates using XML Batch files see: Batch Files.

XML Batch Status
Takes you to a screen that shows the status of any batch submission you have made. See Batch Files for more details.

XML Submit
Takes you to the submit XML file submission screen. This screen allows you to attach an existing XML file from your computer to directly transmit the information to E-cert. The file will be processed in real-time and has to contain less than 5 submission requests, any file containing more than 5 requests has to be submitted via the XML Batch File process. For more information on creating new certificates using XML Batch files see: Batch Files.

New Eligibility Document
This link lets you raise a new eligibility document using the interactive browser entry form. It takes you to the certificate preparation screen first and then to the browser entry form itself. For more information on creating new eligibility documents using this entry form see:
Raising an Eligibility Document - Interactive Browser Entry Form

New Export Certificate
This link lets you raise a new export certificate using the interactive browser entry form. It takes you to the certificate preparation screen first to select the country, then to the template selection screen for the country and then to browser entry form itself. For more information on creating new export certificates using this entry form see:
Raising an Export Certificate - Interactive Browser Entry Form

Find Certificates

Under this heading is a list of links that will vary according to your user type and permissions. These links bring up lists of certificates consigned to or from the premises or exporter IDs for which you have permissions. If there are none that you have permission to view E-cert will return a message saying "No certificates found".

Action Required (To be Inspected for NZFSA users)
A list of certificates which require some action from a Consignor or Inspector. The status of certificates on this list will depend upon your log-in type and user permissions.

Arrivals
A list of approved certificates that have been consigned to the premises or exporter IDs for which you have consignee or consignee inspector rights.

Most Recent In
A list of all certificates that have been consigned to the premises or exporter IDs for which you have consignee or consignee inspector rights.

Most Recent Out
A list of the certificates most recently consigned from the premises or exporter IDs for which you have consignor or consignor inspector rights.

3rd Party 
A list of certificates for which you have been nominated for Third Party Access but for which you have neither consignor nor consignee access rights.

Add Export Serial Nos. - NZFSA with print permissions only
A list of export certificates that need the security paper serial number entered into E-cert. See Serial Number Entry Screen for more details.

By Shoulder Number
A list of certificates sorted alphabetically by shoulder number. The sort order is indicated by the or icon next to the Shoulder No column heading.

By Status
A list of certificates sorted by status. The sort order is indicated by the or icon next to the Status column heading.

By Date Submitted
A list of certificates sorted by date submitted. The sort order is indicated by the or icon next to the Submitted column heading.

Search
Displays a search form for locating particular certificates. For more information on the search options, see Search Screen.

Audit Search - NZFSA with signatory audit permissions only
Displays a search form for locating certificates approved by a specified signatory. This function is available to some NZFSA Inspectors for signatory audit purposes. For more information see Signatory Audit Search Screen.

Auto Audit Search - NZFSA with auto-approval audit permissions only
Displays a search form for locating Auto-approval Eligibility Documents by premises and consignor. This function is available to some NZFSA Inspectors for auditing the completion of Eligibility Declarations. For more information see Auto-approval Audit Search Screen.

Auto Audit2 Search - NZFSA with auto-approval level 2 audit permissions only
Displays a search form for locating Auto-approval Eligibility Documents by premises. This function is used by NZFSA to ensure that Auto-approval audits are being completed correctly. For more information see Auto-approval Audit Search Screen.

Search Archive
Displays a search form for locating particular certificates that have been archived. For more information on the archive search options, see Search Archive.

Welcome Page Heading

This tells you that this application belongs to the New Zealand Food Safety Authority.

Version Number
Tells you which version of E-cert is installed, the particular E-cert server you are connected to (in the example above, Wn for the Wellington server) and the date that this version was built.

Welcome message
Welcomes you by the first name associated with the current log-in. If that's not your name then someone else is logged into the system.

Version History

This gives you current version information, some information about recent changes to E-cert and a link to the full version history page. Not only does the version history page tell you what changes have been made in the past but it notifies you of important upcoming changes and some of the problems that you may encounter using E-cert.

The version history box also gives you links to other useful information such as a link to these help files. The information in this box may change from to time between releases of new versions of E-cert.

List of Certificates

This is a list of the certificates needing your attention. The status of the certificates that appear on this list will depend on your user type. For a consignor these will have a status of Resubmit, To Be Amended (Eligibility Documents only) or To be Replaced (Export Certificates only).

For a NZFSA Inspector, certificates with Raised, Amended, Request Amendment (Eligibility Documents only) or Replacement Authorised (Export Certificate only) statuses will show on the Home Page.

Revoked or Cancelled certificates and Detained or Rejected export certificates will also appear on the Home Page for your information. They cannot be actioned and will disappear from this list within a few days and be archived.

The list of certificates is divided into the following columns.

Icons
The first column has one or more action icons depending upon the status of the certificate and your user type. Clicking the icon shows information about the certificate or allows you to perform some action on the certificate. Consignors and Inspectors will always have a History icon and Consignors may have an Edit icon or a Replace icon as well.

Shoulder No
This is the link to view the certificate. It is the full shoulder number of the certificate made up of the year it was raised, the registered ID of the premises or exporter and the serial number assigned by the Consignor. If the certificate is not an export certificate it will have a T on the end of the number. Any certificates which have Air entered as the Transport Mode will have AIR in red in front of the shoulder number. These are sorted to the top as they are likely to be more urgent.

Status
This is the current status of the certificate. For more information on who can take what actions for a particular status see Table of Functions.

Consignor
The registered ID of the premises or exporter sending the product. For export certificates this must be a valid registered exporter.

Consignee
The registered ID of the premises or exporter receiving the product. For export certificates the Consignee will display the name of the country the certificate was raised for.

Departure
The departure date entered on the certificate.

Submitted
The date the certificate was first raised.