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Animal Products E-cert Help Files

Raising an Eligibility Document - Interactive Browser Entry Form

This section explains raising Eligibility Documents (EDs) for transferring product within New Zealand. To raise an Export Document see Raising an Export Certificate - Interactive Browser Entry Form.

Click here to go directly to information on Eligibility Document Data Requirements.

Click here to go directly to information on Product Item and Process Information.

You shall raise the ED within the timeframes required by NZFSA specifications. For most products this is before the product has left the premises. Generally an ED shall be raised for each load but under some circumstances an ED can cover more than one load if the shipment is discrete, available in its entirety for verification in advance and is loaded out continuously. 

You cannot raise an ED and present it for approval before the product is available for load-out verification. For Eligibility Declarations this means that the EDs shall not be submitted before the product is packed for shipment.

There are two ways of accessing the Interactive Browser Entry Form to raise a new ED.

Use for ED Button

When viewing an Approved ED consigned to the premises for which you wish to raise a new outgoing ED, you can click the    button to create a new ED based on the data from the incoming one. Do not use this button to transfer the product to another exporter unless directed to do so by NZFSA – use the button instead.

You must add a new certificate number, consignee and at least one process per product item. All the pre-filled entries can be edited. The automatically generated product tracking entry may need to be modified if not all product from the source ED is being shipped.

You must also remove any incorrect information that no longer applies, eg incoming transporter references, or, for a transfer to an exporter (authorisation) to support an Export Certificate, remove all country eligibilities except for the intended destination country and remove any transfer control declarations - all conditions must have been met and verified by this stage - or other comments unless authorised by NZFSA.

If you wish to raise an Eligibility Declaration from an incoming ED you must do it from your auto-approval log-in.

For help on what is required in each box see Data Requirements.

New Eligibility Document Link

To create a new Eligibility Document (ED) from scratch using the interactive browser entry form, click the link named "New Eligibility Document" under the heading "New Certificates" in the left hand frame.

This brings up the eligibility document preparation screen. Enter the desired number of products or processes (you can add more later if you need to) and click the “Show Data Entry Form” button to bring up the Eligibility Document submission form.

Users can also create an eligibility document by declaring all known source ED items using the ‘Raise new Eligibility Document from these Source ED items’ option, this will pre-populate the Eligibility Document submission form with the source item data.

For help on how to fill in the various boxes see Submission form basics.

It is the responsibility of the person preparing the ED to know what information is required for a particular product or country and to enter it prior to submitting the ED for approval.

If there is insufficient information to support the signing of an Export Certificate for the product for the countries nominated, the Inspector will request that the ED is re-submitted with the additional information.

Information not required by the nominated countries should not appear on the ED. The Unofficial Commercial Information box at the top of the form is to be used for information on the certificate purely for commercial reasons. The NZFSA VA Inspector will not approve an ED which has information in the Unofficial Commercial Information box that s/he knows to be untrue.

Apart from the consignor ID and the certificate number, any other information on the ED can be amended after submission. Note however that E-cert usage charges apply, so it is cheaper to ensure that all the information is correct prior to first submitting the ED.

Data Requirements

The following is a box by box description of the information required in the ED. Those for which the system requires an entry have mandatory next to the box name. Many boxes are free text - letters, numbers and most other keyboard characters are allowed. Those that are not free text have the format specified next to the name of the box. There are additional explanatory notes in bordered boxes - these are not part of the specification.

Click one of the links below to go directly to the appropriate section.

Auto Approval	Transport Mode	Final Destination
Certificate Number	Carrier Name	Departure Date
Consignor	Conveyance Ref	3rd Party Access
Consignee	Loading Port	Unofficial Commercial Information

 

It is the responsibility of the submitter to ensure every Eligibility Document s/he creates is accurate and fully meets the requirements of the intended export countries.

ED Header information

This information is entered once and applies to all the product on the ED.

Click here for help on Product Item and Process details.

Auto Approval
If you have appropriate permission and are using an Auto-approval log-in ID, you will have the option to raise an Eligibility Declaration (EDec), an ED that is automatically approved by E-cert for certain products.

Do not put a P in front of the source ED numbers or remove the source ED information in order to get the ED submitted as you will then have to cancel the ED and start again.

Once the EDec is submitted and accepted by E-cert it cannot be changed from Auto-approval to non Auto-approval or vice versa at any stage.

Auto-approval permission is given to approved consignors for specific products only. Details of requirements are notified by NZFSA specifications. Eligibility Declarations are subject to NZFSA VA audit to ensure only the specified products are included and that the EDecs are being prepared correctly.

For a summary of the features of Eligibility Declarations, see Eligibility Declarations.

Certificate Number - mandatory, numeric, maximum 6 digits
You may use any number up to 6 digits long, ie any number between 1 and 999999. E-cert will reject a number that has already been used for the consigning ID in the current calendar year. 

Enter the certificate number carefully - once the ED is submitted the number cannot be amended as it forms part of the unique shoulder number for the certificate.

E-cert takes the number you enter and adds the country code (NZL), the calendar year (eg 2008) and the consignor ID to produce the unique certificate shoulder number. For EDs, a "T" is added to the end to distinguish the number from an export certificate number.

So ED number 123 raised by ME600 in the year 2008 will end up with the shoulder number NZL2008/ME600/123T. Whenever referring to an electronic document always quote the whole reference number.

While it is possible to enter random certificate numbers it is advisable to keep to a documented and logical, preferably numerical sequence. In the event of a breakdown of the E-cert system, emergency paper documents must not use the same number as EDs already generated and the data on these paper documents, including the certificate numbers, must be entered into the database, once it is functioning again, exactly as they are on the paper documents.

Consignor - mandatory, drop down list
If you only have Consignor access to a single premises, this will be pre-filled and cannot be changed. Otherwise, select the consignor Premises ID (not Registered Exporter) from the drop down list. Only one may be chosen and only those on the list are allowed. If the ID you want for the consignor is not on the list, you do not have permission to raise EDs for that consignor under the current log-in. Contact ecert.admin@nzfsa.govt.nz to have your permissions amended.

The only EDs that should have an exporter ID for the consignor are E-cert generated Exporter to Exporter transfers.

Select the consignor ID carefully. If you select the wrong one and submit the ED, you cannot then change it as the consignor ID forms part of the unique shoulder number which cannot be altered. The only options available then are to cancel the ED or have the NZFSA VA Inspector revoke it once it is Approved.

Consignee - mandatory, must be a valid ID
Enter the ID of the receiving premises - Risk Management Programme (RMP) or Export Approved Premises (EAP) for a transfer of product between premises within New Zealand or the current registered exporter ID for a transfer to exporter (authorisation) to support the signing of an Export Certificate. You should use capitals for any letters and make sure there are no spaces.

Do NOT enter the version number, eg /01, on the end of an RMP ID.

Do NOT consign product from an exporter ID to a premises ID. If the product is diverted from the port to another premises the original ED to the exporter shall be amended to change the consignee from the exporter to that premises.

If the ID is not valid you will get an error message when you submit the ED. If you pick the wrong consignee, and have submitted the ED, it can be amended later.

When typing a registered exporter's ID, confirm the ID is still current on the Registered Exporters list on the NZFSA website. E-cert will not reject some obsolete IDs that have had EDs raised to them in the past. The registers and lists page has links to the Risk Management Programmes Register and the Export Approved Premises search screen to check you have the correct premises IDs.

Transport Mode - drop down list
Select only one of the options from the drop down list.

For transfers to exporters (authorisations), Air or Maritime shall be chosen to indicate how the product is leaving New Zealand. Any other transport mode is not carried over to an export certificate raised from the ED.

For internal transfers within a premises it may be left blank.

For transfers between premises you should choose the primary means of transport if there is more than one mode.

For product consigned to an airport store intended for airfreight export you may choose Air to indicate the shipment is urgent.

Airfreight shipments are highlighted and sorted to the top of the action list if the Air option is selected.

Carrier Name - required for some products
If the product on the ED must be carried by officially listed transporters, enter the full names or IDs of ALL transport operators carrying the product and/or "Operator vehicle" if the vehicle belongs to an Export Approved Premises (EAP) or one with a registered Risk Management Programme (RMP).

This applies whether the product is transferred between premises within New Zealand or transferred to an exporter (authorisation). For transfers to exporters (authorisations) the vessel name or airline may also be entered in addition to the transporter taking the product to port.

Non-listed couriers may be used under approved circumstances - see NZFSA specifications for more details.

No entry is required if the product does not need to be carried by listed transporters.

Where transporter details are not required or the vehicle is used exclusively for loading vessels from a premises located on the wharf, "Not Applicable" should be entered.

Do not enter flight numbers or voyage numbers in this box. These are entered in the Conveyance Ref.

Conveyance Ref
If you enter anything, for transfers to exporters (authorisations) you should enter the vessel voyage number or flight number.

Do NOT enter the vessel or airline name in this box. These are entered in the Carrier Name box.

For road or rail transport, you may enter a reference number for the truck, trailer or train. If entered, you must have records to verify this.

Loading Port
If you enter anything, on transfers to exporters (authorisations) it should be the five character code of port at which the product is loaded onto a vessel or aircraft to leave New Zealand. This can be typed in the box or selected from the drop down list.

For transfers between premises no entry is required but you may type the name of the town or city if you wish.

Final Destination
If you enter anything, it should be the final destination export country (transfers to exporters) or city (transfers between premises) and must be consistent with the country eligibility of the product items. It is also possible to enter a UNlocode, found via the button. Upon submission this code will be displayed as city, country equivalent to the code.

You may use this box for transfers between premises to show the intended final destination of the product if it is going via an intermediary premises, eg for blast freezing on the way to storage.

Departure Date - mandatory, date formats defined
Enter the date of departure from the consigning premises. 

Export certificates generally have the date of departure from New Zealand unless something different is specified by OMAR. It may be different from the date on the supporting EDs which must have the date of departure from the final premises.

This cannot be earlier than the dates for any of the processes (see below). The required entry format is one of the following but they will always display as shown in the first option:

1.	dd-MMM-yyyy	eg 10-Sep-2001
2.	d/m/y	eg 10/9/01
3.	d/m	eg 10/9

3rd Party Access - must be a valid ID
If you enter anything, it shall be the ID of a RMP or EAP premises or a registered exporter. More than one ID can be entered in this box separated by spaces or commas.

This allows the ED to be viewed by people who are neither the consignor nor the consignee but who have a legitimate interest in keeping track of the product - eg to allow an exporter to view EDs for products produced and transferred on their behalf. The NZFSA VA Inspectors for these third parties can also view the EDs for verification purposes but they cannot action them in any way. If you are a 3rd party, to view these certificates you must use the 3rd Party link in the left hand navigation pane or tick the 3rd Party box on the search screen - they will not show up on any other lists.

Unofficial Commercial Information
You may enter in this box any additional unverified commercial information - order numbers, consolidation instructions, etc - as long as it is not false or misleading.

Transfer control declarations or additional declarations required for export certification are not commercial information and shall not be entered in this box. They shall be added to each product item comments box instead.

 

To repeat, it is the responsibility of the submitter to ensure every Eligibility Document s/he creates is accurate and meets the requirements of the intended export countries.

Getting it right the first time will minimise the cost of E-cert usage.

Help for Product Item and Process Information

For tips on more efficient data entry using the interactive form click here.