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Animal Products E-cert Help Files
Raising an Export Certificate - Interactive Browser Entry Form
This section explains raising an Export Certificate. To raise an Eligibility Document (ED) for transferring product within New Zealand see Raising an Eligibility Document - Interactive Browser Entry Form.
Click here to go directly to information on Export Certificate Data Requirements.
Click here to go directly to information on Product Item and Process details.
There are two ways of accessing the Interactive Browser Entry Form to create an export certificate.
Use for Export Button
When viewing an Approved ED you can click the 
button to create a new certificate based on the data from the incoming ED. E-cert will allow you raise an export certificate if you have permissions for both the exporter and the consignee on the incoming ED but normally these two IDs should be the same.
You must add a new certificate number, a recipient address, add or amend the transport details and some destination country and port information.
The requirements for the ED and the export certificate are different, particularly the carrier name and departure date, so the information brought through from the ED must be amended. |
The automatically generated product tracking entry may need to be modified if not all product from the source certificate is being used. Do not add any processes if the source ED was consigned to the exporter ID – these will be brought across from the ED when the export certificate is submitted. All the pre-filled entries can be edited. For help on what is required in each box see Data Requirements.
New Export Certificate link
To create a new Export Certificate from scratch using the interactive browser entry form, click the link named "New Export Certificate" under the heading "New Certificates" in the left hand frame to give the Export Certificate Preparation screen.
Choose from the drop down list the country the product is ultimately going to (select New Zealand to use the New Zealand default electronic certificates. See Official Assurances Programme - Certification of Consignments not specifically covered by OMARs for the circumstances under which you can use these default certificates). See the EU OMAR for help on the country to choose if the product is going into the EU. Click the “Select Declaration Form” button to bring up a list of declarations for the selected country.
Choose the appropriate template from the drop down list, adjust the number of products and processes as necessary and click the “Show Data Entry Form” button. This brings up the Export Certificate Submission Form for the chosen country’s certificate template.
Users can also create an export certificate by declaring all known source ED items using the ‘Raise new Export Certificate from these Source ED items’ option, this will pre-populate the Export Certificate submission form with the source item data.
The submission form is in three parts:
Part 1. Transport and consignee information
Part 2. Declaration clauses
Part 3. Product and process details.
Data Requirements
The following is a box by box description of the information required in the certificate. Those for which the system requires an entry have mandatory next to the box name.
For help on how to fill in the various boxes see Submission form basics.
Others may be required by a particular country for a particular product. It is the responsibility of the person submitting the certificate to know what additional information may be required and to enter it before submitting the certificate for approval. See the Overseas Market Access Requirements for more details.
If there is insufficient information or the information does not meet the importing country's certification requirements, the NZFSA Inspector shall request that the certificate is re-submitted with the additional information.
Information not required by the importing country should not appear on the Export Certificate unless it is commercial, unverified information entered in the Unofficial Commercial Information box. See Unofficial Commercial Information for more details.
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 do not form part of the specification.
It is the responsibility of the submitter to ensure every Export Certificate s/he creates is accurate and meets the requirements of the intended export countries.
Click one of the links below to go directly to the appropriate section.
Consignor |
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3rd Party Access | ||
Part 1. Transport and consignee information
This information is entered once and applies to all the product on the certificate. Click here to go straight to help on the Product Item and Process details.
Certificate Number - mandatory, numeric, maximum 6 digits
You may use any number up to 6 digits long, ie anything between 1 and 999999. E-cert will reject a number that has already been used for the consigning exporter ID in the current calendar year.
E-cert takes the number you enter and adds it to the country code (NZL), the calendar year (eg 2008) and the consignor ID to produce the unique certificate shoulder number. So certificate number 123 raised by ELN6000 in the year 2008 will end up with the shoulder number NZL2008/ELN6000/123. 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 certificates 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. Some countries (eg Canada) have, in their own electronic systems, a limit on the overall length of certificate shoulder number and while the New Zealand E-cert system may accept up to a total of 26 characters, the overseas system may reject it. |
Consignor - mandatory, drop down list
If you only have Consignor access to a single registered exporter ID, this will be pre-filled and cannot be changed. Otherwise, select the Registered Exporter ID 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 certificates for that consignor under the current log-in. Contact ecert.admin@nzfsa.govt.nz to have your permissions amended or use the correct log-in for that consignor.
Select the consignor ID carefully. If you select the wrong one and submit the certificate, 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 certificate or, if it is Approved, have a NZFSA VA Inspector revoke it. |
Importer (Consignee) ID – required by some countries
Enter the appropriate code if required by OMAR. Otherwise leave this box blank.
Importer (Consignee) Name and Address – mandatory
Enter the importer name in the name box and the importer address in the address box. Either the importer name or the importer address box must have an entry for the submission to be accepted by E-cert.
Some countries may accept “To order” in one of these boxes while others require a full name and address. Some countries insist that the importer is on a register in that country. It is the responsibility of the exporter to ensure these boxes are completed correctly.
Importer (Consignee) Representative – required by some countries under some circumstances
Enter the details of the importer representative if required by OMAR. Otherwise leave this box blank.
Official Information
NZFSA may sometimes require the entry of additional declarations that are not yet present on the declaration screen for the certificate template. You shall enter such declarations in the Official Information box when authorised or instructed to do so by NZFSA.
For example, Canada requires an explanation of the reason for a replacement certificate. This is entered into the Official Information box. |
Transport Mode - drop down list
Select either Air or Maritime for an export certificate. Airfreight shipments are highlighted and sorted to the top of the various action lists when the Air option is selected.
If you have created the export certificate from an approved ED to exporter this entry will be carried over from the ED unless the ED incorrectly had Road or Rail, in which case the box will be blank. |
Carrier Name
Enter the name of the vessel or airline that is carrying the product overseas. For certain products permitted to be sent by courier you may enter the courier company name. Do not enter the flight or voyage number in this box.
If you created the export certificate with the "Use for Export" function you will need to edit this box to remove any local transport operator name. |
Conveyance Reference
Enter the vessel voyage number only for seafreights or flight number only for airfreights. For courier shipments this box may be left blank.
Loading Port - mandatory, valid code
Select the sea or air port from which the product is leaving New Zealand from the drop-down list or type the five letter code into the box above it.
Inspection Port - mandatory, valid code
Select the port of inspection and release from the drop-down list or type the five letter code into the box above it. From the drop-down list, you can select only one port. If you select the wrong one from the list, select again and the new one will replace the previous one.
Other than the EU, the inspection port is nearly always in the country of final destination. For the EU, the inspection is usually, but not always, the first EU port of entry. |
If you don't know the port code and it is not on the drop-down list click the 
next to the box. This takes you to the country code page in a new browser window. Click on the country to show a list of ports and codes for that country.
To avoid mistyping the code it is recommended that you copy it from the list of ports for the country and paste it into the box on the certificate entry form. The port names are often in the language of the country, eg on the Italy page you won't find Florence as in Italy it is called Firenze. Also, large cities may have a number of associated ports, including local flying club fields into which international cargo is unlikely to fly. If you are not sure which port is correct, confirm the correct one with the shipping company, importer or the authorities of the importing country first. The first two letters are the country code and the last three are the port specific code. |
If the country accepts the certificates electronically and you select the wrong port of inspection, the authorities may not be able to see the certificate and it will need to be changed or the certificate replaced.
The system will return an error when the certificate is submitted if an incorrect code is typed in the box.
Discharge Port - valid code
If the port of discharge is different from the Inspection Port, select the discharge port from the drop-down list or type the five letter code into the box above it. You can select only one port from the list. If you select the wrong one, select again and the new one will replace the previous one. If you don't know the port code and it is not on the drop-down list click the next to the box and click the country to find the port code. The system will return an error when the certificate is submitted if an incorrect code is typed in the box.
If the product is seafreight and is transhipping in one port before going on to another port by sea, do not enter the transhipping port as the port of discharge.
If you enter nothing in this box the system will automatically enter the same code as the Inspection Port.
The inspection and discharge ports are usually the same for most countries. They may be different if the port of discharge is not a main border inspection post and the shipment goes elsewhere for clearance. The discharge port may be in a different country from the inspection port if the product is going overland to another country. |
Final Destination
Enter the country of final destination. For the EU, the official name of the member state is required, eg United Kingdom, not England. Additionally you should enter the city in the final country of destination if known. Some countries require a city in this box - see the OMARs for details.
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.
Departure Date - mandatory, date formats defined
Enter the date of departure from New Zealand unless another date is specified by OMAR. The date of departure from the port of loading is usually acceptable.
This cannot be earlier than the start or end 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 option 1:
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 Risk Management Programme (RMP) or Export Approved Premises (EAP) or a registered exporter. More than one ID can be entered in this box separated by spaces or commas.
This box is used to allow the certificate to be viewed by someone who is not the consignor but who has a legitimate interest in keeping track of the product, eg to allow a processing premises to view certificates for products exported on their behalf by a registered exporter. The NZFSA Inspectors for these third parties can also view the certificates 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 commercial information, eg order numbers, letter of credit numbers - as long as it is not false or misleading. You should, however, avoid any entries in this box on export certificates where practicable.
Official information or claims made about the product or New Zealand's animal health status shall not be entered in this box. Anything that suggests a different title for the certificate shall not be entered in this box. The rules on what is permissible as unofficial commercial information are contained in the Official Assurances Programme.
A NZFSA VA Inspector shall not approve a certificate containing Unofficial Commercial Information that s/he knows is false.
This box may require specific information for a particular export template – see the Overseas Market Access Requirements for more details.
Tick the appropriate options for the product and replace the prompts with the correct information in the input boxes as required. On some templates, some clauses are ticked by default and should be unticked before submission. Most certificates have declarations for the origin of the product and in nearly all cases one of these should be ticked.
All declarations needed to meet the negotiated requirements for the country should be available in this section of the submission form. If the declaration clauses are not correct you may have the wrong template. You can either click the browser back button to select a different template (you will lose any information you have entered) or submit the certificate and Edit it and click the To select different country/declarations link to select a different template. If you believe there is a required declaration missing, contact NZFSA to have the requirements clarified.
Some templates may reinstate certain clauses you thought you had unticked if they are part of a mandatory group. |
Some declarations or other information, such as permit numbers, that are not on the certificate template may need to be added manually when authorised by NZFSA. Where a declaration applies to all product on the certificate, it shall be entered in the Official Information box. Where it applies to only selected product items, it shall be entered in the Product Item Comments box for each item.
To repeat, it is the responsibility of the submitter to ensure every Export Certificate they create 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. |
For tips on more efficient data entry click here.
Part 3. Products and Processes details
This section explains the product and process information for both Eligibility Documents (EDs) and Export Certificates. For information on initially raising an ED or Export Certificate or the certificate header requirements, see one of the following:
Eligibility Document Raising and Header Information
Export Certificate Raising and Header Information
For help on how to fill in the various boxes see Submission form basics.
Product Item Information
To go directly to information for a specific box click one of these links:
Comments (Shellfish) | ||
This information is entered for each product item on the ED or Export Certificate. If there is only one package there shall only be one product item, even if the package contains different types of product. If each package contains multiple products with different certification requirements, then the individual packets inside the package should be certified as separate items with a note in the Unofficial Commercial Information to indicate they are consolidated into a single outer package.
Where a box only applies to one type of certificate it will be noted next to the title (eg ED Only or Export Only).
It is the responsibility of the submitter to ensure every Eligibility Document or Export Certificate s/he raises is accurate and meets the requirements of the intended export countries.
By default, the interactive browser entry form allows space for two product items. You can add more product items at any time by typing the required number of additional product items in the upper part of the yellow panel at the bottom of the form and clicking the Do It button in the upper panel.
It is cheaper to specify the correct number of product items or processes earlier on the Certificate Preparation page than to add them here. |
The lower Do It button will add the specified number of additional processes to each existing product item but will not add any product items to the certificate.
Do not click the Submit Data button by mistake. |
Declarations - ED Only, mandatory for at least one to be ticked
Declarations for Export certificates are explained in Raising an Export Certificate.
Tick the boxes to the left of the statements that accurately reflect the nature of the product in the product item. At least one of the boxes must be ticked or the system will not let you submit the ED. The declarations chosen must be adequate to support the final certification of the product for export. The specific overseas requirements are detailed in the Overseas Market Access Requirements (OMARs) on the NZFSA website. If the declarations are not adequate to meet the requirements of the countries nominated below, the NZFSA Inspector will not approve the ED.
If you are submitting a batch file, the following declaration category codes are used:
CH Chilled
FR Frozen
LI Live
HC Human Consumption
PF Animal Consumption
PH Pharmaceutical
IN Industrial
AM AM Inspection
PM PM Inspection
M5 Mercury 0.5ppm
M1 Mercury 1ppm
CP Co-product
MO Imported & NZ Origin
IO Imported Origin Only
AO NZ Origin
“Frozen” or “chilled” are not acceptable entries on their own. Animal Consumption, Pharmaceutical or Industrial are the options for inedible product. The Co-product declaration is not to be used for inedible by-products.
The Co-product declaration is only for deer co-products which are to be certified for export on an AP1854 or individual country co-product certificate, which does not certify the product as fit for human consumption. For deer co-products you should not tick Human Consumption unless the product has been produced to IS 5 standards - ie totally free of hair or dew claws from time of collection onwards and presented for and passed post-mortem inspection. Under those circumstances Human Consumption should be ticked instead of Co-product.
If you tick Human Consumption, you needn't tick AM Inspection or PM Inspection unless you are distinguishing between slaughtered farmed deer (both) and killed game (PM Inspection only). You can distinguish them on product description instead if you wish.
For seafood transfers from premises to premises where the final destination is unknown the mercury declaration is optional. For transfers to exporters (authorisations), the mercury declaration should be entered as the required level for the species of fish for the intended destination country. Mercury declarations can only be given for species that appear in the Category A list for either 0.5 or 1.0 ppm. See fish mercury levels for mercury levels for fish species.
Examples of Declarations for Product Items
Product |
Declarations |
Chilled Lamb Legs |
Chilled, Human Consumption |
Chilled Farmed Venison |
Chilled, Human Consumption |
Chilled Venison (game meat) |
Chilled, Human Consumption, AM Inspection, PM inspection |
Frozen Venison (killed game) |
Frozen, Human Consumption, PM inspection |
Frozen Killed Game Venison |
Frozen, Human Consumption |
Salted Lamb Casings (edible) |
Human Consumption |
Frozen Inedible Beef Kidneys |
Frozen, Animal Consumption |
Chilled Live Lobsters |
Chilled, Live, Human Consumption, Mercury level 0.5 ppm OR 1.0 ppm (depending upon destination country) |
Honey |
Human consumption |
Beeswax (inedible) |
Industrial only |
Inedible tallow |
Industrial only |
Frozen Deer Velvet |
Frozen, Co-product |
Dried Deer Pizzles |
Co-product only |
Game trophies |
Industrial only |
Wool |
Industrial only |
Hides where off-cuts may go for gelatine production |
AM inspection only |
Hides – other uses |
Industrial only |
Product Description - mandatory, \n for line feed allowed
Product descriptions should match the carton labels for the items, which shall be true to the contents, and be adequate to meet country requirements. Standpack numbers are an acceptable part of the product description. Seafood product descriptions should include the authorised common names for the species.
E-cert product descriptions can differ from the label description from the packing premises if they are verifiably true to the contents.
For example, a carton label stating “Boneless Beef TDR” can be expanded to “Boneless Beef Tenderloin” on the certificate from the premises if the certifier can verify this is true. Some countries will reject export certificates if the product description on the ED does not match exactly what is on the carton label. Verification that labelling meets the importing country requirements is more difficult if the ED does not match the carton label. |
Export certificates can often be signed if parts of the product description from the supporting ED are left off the export certificate but export certificates with extra parts of the product description not shown on the source ED cannot be signed. Additional verifiable descriptive information can be added in the product item comments box where appropriate.
If the farmed or feral status of deer products is not clear from the declarations you shall indicate it in the product description. For venison derived from deer slaughtered at a licensed premises where both the ante and post-mortem inspection boxes are not ticked, the product description should include either "Farmed" or "Farmed Deer". For killed feral game where the post-mortem inspection box is not ticked the product description should include either "Feral", "Game" or "Killed Game".
If you wish to show multi-lined product descriptions, use \n at the end of each line to split the next characters onto the next line after the certificate is submitted and viewed. Don't leave any spaces after the \n. You can use this as many times as you like in the product description box.
Avoid multiple lines on export certificates as the amount of space on an export certificate is limited. |
Product Description - Export Certificates
For refrigerated product enter Chilled or Frozen at the beginning of the product description.
Some countries require the product description to exactly match the labelling.
For further country requirements see the OMARs. It is the responsibility of the submitter to ensure the overseas requirements have been met when submitting the certificate.
NZ Harmonised System Code – mandatory, valid codes only
Enter the six digit NZ Harmonised System Code or click the next to the box to bring up a list of codes then click the link to the appropriate code to enter it into the certificate form. Where a specific code is available for the product, it should be used. A more general code may be used in the same category of product but a code from a different category of product is not acceptable.
On export certificates the NZHSC code should match the export customs entry. |
Classification Data- Export Only
Individual export certificate templates may have distinct boxes for specific data between the NZ Harmonised System Code box and the Species box.
Some of them are free text entry and others must be selected from a list accessed by clicking the next to the box. See the country OMAR for details of the requirements of these boxes.
Species - mandatory
Enter the species either by typing the appropriate term in the Species box or choosing it from the drop down list underneath. More than one species can be typed or entered by repeatedly selecting items from the drop down list. Some countries require the full scientific name of the species.
For deer products you should use the actual species instead of Cervine wherever possible. The acceptable species options for farmed venison are Cervus elaphus for red deer and all hybrids or Dama dama for fallow deer.
Species names for seafood shall be the accepted Latin names for the species and need to be typed into the Species box if they are not listed. See the latest Animal Products (Specifications for Products Intended for Human Consumption) Notice for official seafood names.
Check the species box afterwards to ensure you haven't inadvertently added extras – if you use the mouse scroll wheel while the drop down list is activated, it will add all the species you scroll across. They can be selected and deleted from this box if you have. |
Countries - ED Only, mandatory (at least one ticked or at least one code in Other Countries box)
Select countries by ticking the boxes next to the country name, by typing the official UN two letter country codes directly into the Other Countries box, separated by a space as shown below, or by selecting them from the Add Other Countries drop down list. The list inserts a UN code in the Other Countries box each time an item on the list is selected. To remove a country, just untick the box or delete the code from the list in the Other Countries box.
If you use the mouse scroll wheel while the drop down list is activated, it will add all the countries you scroll across. When editing a submitted ED, to remove a country you may have to delete the country code from the Other Countries box as well as untick its box. |
To check the correct codes for a country see the Country Codes Index.
The Country Codes Index is organised alphabetically across the page by country name rather than by code. You can use the browser's Find facility (usually on the Edit menu, type the code in capitals and specify match case or equivalent) to look for the code. Many codes are not that obvious - eg SW is neither Sweden nor Switzerland but is in fact Swaziland - so only type the codes directly in the box if you are certain they are the ones you want. Ticking European Union gives the code ZE. |
On final transfers to exporters only one country (the country the product is intended to go to) should be entered unless onward certification clauses to a third country are required on the export certificate.
If a country is ticked or its code entered in the Other Countries box, all the conditions for export to that country (eg listing, slaughtering, processing, labelling, testing, residues, storage and any other requirements relating to export certificate endorsements) must have been met unless otherwise noted in a transfer control declaration (TCD) in the product item comments box - see Transfer Control Declarations.
On transfers between premises, product without lot identification marks can still be eligible for countries that require those marks without the need for a transfer control declaration. The marks are required on export certificates and the final transfer ED to the exporter.
If the product is not eligible for export you shall enter only NZ. Countries for which there are no known requirements shall not be included in the list. For product intended for countries with unknown requirements either enter an indicator export country whose requirements have been met or enter NZ only with the TCD "The product in this eligibility document is eligible for official assurances subject to the OAP provision for exports to countries with new or unusual Government requirements" in the product item comments.
Ticking the EU box means that the base requirements for the EU have been met but additional requirements of individual member states may not have unless those member countries IDs have been entered in the Other Countries box. Some non-EU countries have treaty arrangements with the EU that require products to be EU eligible. These countries do not require EU to be ticked as well to indicate EU eligibility. See the OMARs for details.
Putting the country in the Final Destination box is not sufficient - it must also be in the countries list for the product to be eligible for that country.
All onwards EDs shall have the same TCDs as the source EDs until the conditions of the TCDs have been met. The NZFSA VA Inspector may require verifiable evidence that the conditions have been met before approving the ED without the TCD.
If further processing will make the product eligible for a particular country, the country can be ticked and the required processing noted in the product item comments box. |
Any standard declaration required on an export certificate for the particular product for a particular ticked or listed country need not be entered on the ED unless declaration options are offered on the export certificate or variable parameters need to be described.
If a country or countries from the EU group are selected individually then it is not necessary to also tick the EU box.
Container No
Enter the container number if the product is in a numbered shipping container (airfreight OR seafreight) and the information needs to be applied to an Export Certificate. Avoid spaces in the container number as these may result in the container number not displaying correctly on the printed export certificate. There shall only be one container number per product item.
Seal No
Only official NZFSA seal numbers shall be entered in this box on EDs or Export certificates. Enter container seal numbers as NZFSAnnnnnnnn - where the n's are the numbers, eg NZFSA00278956. There shall be no spaces between NZFSA and the number. Bolt seals have 8 digits but NZFSA Tyden seals are seven digits.
If carton seals are used on bulk bins of product or casks of EU eligible casings for transfer between premises, the carton seal number(s) may be recorded in this box.
There may be more than one seal per container on some airfreight and bulk liquid containers.
Where a NZFSA specification explicitly requires a non-official seal number to be entered on the certificate, it may be entered if the seal number is verifiable.
If you want to record other non-official seal numbers on the certificate, you must enter them in the Unofficial Commercial Information box, not in the product item comments box. |
Item Mark – required some countries/export certificate templates, \n for line feed allowed
Lot identification marks required by some countries shall be entered on the export certificate and on any ED supporting the final export certificate but are not mandatory on EDs transferring product between premises.
There shall be only one item mark per product item and this mark must appear on all the packages in that item.
Some countries require shipping marks to be entered exactly as they appear on the carton.
Single-line marks should not be typed in with any spaces in them or they may wrap and not display properly in the VA view of the certificate. |
If the mark on the packages is on more than one line, use \n at the end of each line to split the characters following it onto the next line. Don't leave any spaces after the \n.
M600\n123\n45 typed into the Item Mark box will appear as follows after the ED is submitted and viewed:
M600
123
45
On some printed certificate templates the \n is ignored due to lack of space. |
No. of Packages- mandatory, whole numbers only
Enter the exact number of packages of the package type specified in the next box.
For example, if there are 50 bottles of product in 1 carton, type 1 and choose "cartons" in the Package Type box. If there are 50 loose bottles, type 50 and choose "bottles" in the Package Type box. For bulk meat meal type 1 and choose "container" as the package type. For bagged meal type the number of bags and choose "bags" as the package type. |
Package Type - mandatory, drop down list
Select a package type from the drop down list. You can only choose one and you can only choose from those on the list. The package type must correspond to the number of packages you have typed in the No. of Packages box - see the example above.
If the one you want is not on the list, choose the closest type and add a note in the product item Comments box to clarify it if necessary.
If you feel a package type ought to be added to the list contact NZFSA using the "Contact Us" link in the left hand frame of E-cert and request the addition. |
If you are submitting a batch file, the following package type codes are used:
AM Ampules
BG Bags
BL Bales
BA Barrels
BI Bins
BO Bottles
BX Boxes
CX Cans - cylindrical
CA Cans - rectangular
CT Cartons
CS Cases
CK Casks
CF Coffers
CN Containers
CR Crates
DR Drums
JR Jars
PK Packages
PA Packets
PL Pails
PX Pallets
AG Pallets, shrinkwrapped
RO Rolls
SW Shrinkwrapped
TY Tanks - cylindrical
TK Tanks - rectangular
TU Tubes
NE Unpacked or unpackaged
VI Vials
Weight - mandatory for net box, numeric (Gross is mandatory for some export certificates)
Enter the net weight or quantity of the total number of packages in the box labelled "Net". Do not enter the weight or quantity of each package. The number must relate to the unit chosen in the Weight Unit box.
For example, if the product is a solution of 100g of active ingredient in each of twenty 1 litre bottles, the "weight" should be 20 and the unit should be litres. The total amount of active ingredient, 2kg, can be specified in the product item Comments box. The comment may only be entered if required by OMAR, otherwise it is an unauthorised declaration. |
You may, if you wish, enter the total gross weight in the box labelled "Total". Gross weight may be required for some countries – see the OMARs for details.
For EDs transferring bulk inedible product or green runners between premises for processing, an approximate weight may be shown if the operator has no facility to weigh the load. The product item comments box shall indicate that the weight is approximate. A reasonable estimate of weight is acceptable. Where practicable the ED should be subsequently amended to remove the comment that the weight is approximate and show the accurate weight once it is known.
Weight Unit- mandatory, drop down list
Select a weight or quantity unit from the drop down list. You can choose only one unit and you can only choose from those on the list.
If you would like a unit added to the list contact NZFSA using the "Contact Us" link in the left hand frame of E-cert and request the addition |
The standard weight unit is kilograms. For EDs, kilograms shall be chosen as the weight unit whatever countries are nominated for the product item. For certain export certificates the weight unit may be specified, eg pounds for most USA certificates. See the OMARs for details.
If you are submitting a batch file, the following weight unit codes are used:
KGM Kilograms
GRM Grams
MGM Milligrams
MC Micrograms
LBR Pounds (USA export certificates only).
TNE Tonnes (1000kg)
LTR Litres
MLT Millilitres
C62 Units
UM Million Units
This product was sourced from – format NZL2008/ME600/1234T,3/50 – see Format for more options
The five components of the entry are:
a) the source document number in full, including the /’s and the T on the end of electronic EDs (NZL2008/ME600/1234T in the example above)
b) a comma ( , )
c) the source document item or line number that the product came from (3 in the example above)
d) a forward slash ( / )
e) the number of OUTGOING packages on the ED or export certificate you are raising which came off the source ED item number (50 in the example above).
Where there are multiple source items, divide the outgoing packages among the incoming source entries in accordance with the most accurate allocation achievable. If there are more source entries than outgoing packages enter /0. Seafood industry certificates may use 0 for all entries except on final transfers to exporters (authorisations).
The total number of packages in all the "This product was sourced from" entries for a product item cannot be greater than the number of outgoing packages for the product item.
If you amend the number of packages going out to be less than the total number of packages in the product source entry, E-cert will not accept the submission. |
You must enter in this box the source information for any product which has been brought onto the premises from another premises registered under the Animal Products Act. There is an exception under some circumstances for rendered products – see below. On EDs, overseas certificate numbers for imported product shall be entered in the product item Comments box, see Comments.
Imported product that is being directly exported without processing may be provided with an AP1868 Stored only imported product certificate as per the Official Assurance Programme. |
For an Export Certificate, the source certificate is normally the supporting transfer to exporter (authorisation).
Electronic source EDs must be approved before E-cert will accept the submission.
For EDs, the consignee of the source ED must be the consignor on the outgoing certificate. For export certificates the source certificate consignee may be different from the export certificate consignor if the submitter has permissions for both the source consignee premises and the exporter registration.
When raising an export certificate using the Interactive Browser Entry form E-cert will display a warning message when the source consignee is different from the export certificate consignor. |
For rendered material that is destined for countries that accept product produced to the New Zealand standard and only require the rendering premises to be named, the source details may be omitted from the certificate if there is other verifiable traceback information that can show the source of the product. If the slaughter premises are required to be named on the final export certificate, full source information shall be entered.
NZL2008/ME600/1234T,3/50
Do not enter the words "Item number" or "product item number", just the number itself. Even if there is only 1 item on the source document you must enter the item number. Don't leave any spaces and don't miss out the / in the appropriate places or the system will return an error message and not accept the submission.
When the ED is submitted and viewed, this will display as: "NZL2008/ME600/1234T, 3/50 Cartons" and it will be a link you can click to view that ED. All the process information from the source EDs will display when you view the certificate although you cannot see it when you are editing the certificate.
Multiple source items from a single ED
NZL2008/ME600/1234T,3/10,4/10,5/10
If the product was derived from multiple source item numbers (eg 10 cartons from each of items 3, 4, and 5) on the same source document (NZL2008/ME600/1234T) you can enter them on separate lines.
When submitted and viewed, this will be displayed as separate source entries like this:
NZL2008/ME600/1234T, 3/10 Cartons
NZL2008/ME600/1234T, 4/10 Cartons
NZL2008/ME600/1234T, 5/10 Cartons
If the system cannot find an approved ED with the shoulder number or the product item number you specify it will come back with an error and ask you to amend it.
If the source document is a paper certificate, an overseas government certificate from imported product or a New Zealand export certificate number for reimported product, start the entry with a "P" then put the full shoulder number of the certificate followed by a comma followed by a number representing the product item or line number followed by a slash followed by the number of outgoing packages attributed to this item, eg 20 cartons from item 1 on PH223 certificate number 247848:
PP223/247848,1/20
If the source document is not electronic, all the required process information from the source document must be manually entered onto the certificate. If it is a valid Approved electronic source document, the process information from the source ED will automatically be added to this certificate. You will not be able to see it when editing the certificate in the Interactive Browser Entry Form but it will be visible when you submit and view the certificate.
If a product item on an ED has been used as source for another certificate, the product item cannot be deleted from the source certificate until the onward certificate’s "This product was sourced from" entry has been deleted first. For an onwards export certificate, once the certificate is no longer editable you cannot delete entries from its source EDs. Contact your NZFSA authorised person for help on how to deal with this.
Comments
Any information you enter in the Product Item Comments box shall be verifiable and is certified as part of the official information on the certificate, unlike comments in the Unofficial Commercial Information box.
On Export Certificates, you shall not enter any information that is not specifically required by the importing country or authorised by NZFSA. On Export Certificates, additional declarations required by NZFSA that are not available on the standard certificate declarations preparation screen shall not be entered here unless they apply only to individual products. If such declarations apply to all product on the certificate they shall be entered in the Official Information box if specifically authorised by NZFSA.
On EDs you may include transfer control declarations (TCDs – see Transfer Control Declarations for more information), required time/temperature clauses for rendered product, standpack numbers, weights in alternate units from those specified in the weight box, clarifications of packaging types and any other information that explains the product suitability and eligibility for selected countries.
If the packing or slaughter dates are only in code on the packaging the date codes shall be entered in the product item comments box. It may be necessary to explain the codes for onward certification.
Best before dates may be used as date codes for markets that only require best by dates and not pack dates. |
All overseas processing information for imported product shall be entered in the Product Item Comments box if it is required for onward certification. The foreign import certificate number(s) shall also be entered.
Product that has been stored and not processed in New Zealand can be transferred between premises on E-cert EDs. A declaration shall be typed in the product item comments box stating that the product was legally imported, the country it was imported from and that the product had been stored at all times in approved premises. The overseas processing details and foreign import certificate number(s) shall also be entered.
The following declaration is recommended: |
You can use ordinary carriage returns (the Enter key on the keyboard) in this box to start information on a new line - don't use \n.
Comments - Shellfish
The lot information and pack dates and/or harvest details, as required by OMAR, shall be entered in the product item comments box. Most countries accept lot numbers in lieu of harvest details. Where lot numbers are used, the pack dates for each lot number shall be entered in the product item comments unless the export template automatically includes the packing dates on the certificate or the OMAR states otherwise.
Where full harvest details are used pack dates shall not be entered unless specified by OMAR in which case they are usually carried over automatically from the packing process entries in the export certificate template. Some countries (eg Hong Kong for oysters) may specify additional details are entered in the product item comments box. Check the OMARs for details.
USA only - where applicable, the ICSS number(s) shall be the first entry in the comments box and preferably on a separate line. On USA export certificates, the "Broker only" statement is a selectable declaration and shall not be entered elsewhere on the certificate.
The comments box on export shellfish certificates is the full width of the certificate and is approximately 100 characters wide including spaces. To ensure that the information will all fit onto the export certificate it is recommended that the information is formatted into columns in a word processor then copied and pasted into the data entry box on the certificate form. Use spaces instead of tabs to line up the columns as E-cert does not recognise tabs. |
Comments - Transfer Control Declarations (TCDs) - ED only
TCDs shall be used to explain the processes which must be applied or conditions under which a product is eligible for the indicated countries. TCDs must be approved by the verifier for the premises. TCDs shall not be used to add countries that are not indicated in the countries list. TCDs shall not be used to indicate that product is ineligible for a country.
If the country has additional requirements and it is not listed in the countries box, the product is not eligible for that country. |
For countries with unknown requirements or products for which country requirements are unknown, the transfer control declaration “The product in this eligibility document is eligible for official assurances subject to the OAP provision for exports to countries with new or unusual Government requirements" shall be entered and only NZ selected as the eligibility country.
A TCD is required to explain where the product state declared on the ED differs from the state indicated on the product packaging.
For example, "Chilled for freezing" would be appropriate on a transfer to a coldstore for blast freezing of chilled product in cartons labelled "Keep Frozen". |
A TCD is not required for product which obviously requires treatment before it is suitable for export.
For example, something described as waste material which is consigned to a rendering premises does not need a TCD saying "For further processing". |
Process Information
This information is entered for each process for each product item on an ED. To go directly to information for a specific box click one of these links:
General
For export certificates raised from approved ED transfers to exporters (authorisations), processes shall not be entered if they are present on the supporting ED unless the date override function is being used (see Override).
For an ED, you shall enter at least one process applied by the consigning premises per product item. If the source EDs are electronic, all the processes from the source EDs will be automatically added once the ED is submitted. You won't see these while you are editing the certificate but you will see them when you view the certificate after you have submitted it. Do not repeat processes that are already on the source EDs - only add processes applied by the consigning premises – unless you need to override the dates (see below). If the required earlier processes are not on the source EDs, the source EDs shall be amended.
You cannot narrow down date ranges from source EDs by adding the same processes with more restricted dates. E-cert simply includes the new process within the consolidated date range. To narrow down date ranges see Override. |
If there are no source documents or they are paper ones, all required processes for all premises must be entered manually. The process history for a product item must show at leased one process for each premise that has handled the product, for each time the premise has handled it. If the premise has not processed the product in any way, the appropriate process to select is "Storage".
For Exporter to Exporter transfers, the process "Transfer" is added automatically. |
Product from more than one final processing premises shall NOT be combined into a single product item on an ED or export certificate.
The process information you enter must be enough to meet the minimum requirements for export certification for the countries listed for the product item. For an Export Certificate the required processes must either be on the electronic source EDs or entered manually. A processing premises should not enter storage if transferring to a cold store. A slaughter premise should not enter processing if transferring for further processing. Bulk tallow storage premises should only enter storage unless they are bleaching or packing tallow into drums in which case they should enter a processing or packing process.
For Export Certificates, the processes carried forward onto the final electronic certificate are determined by templates developed by NZFSA to meet OMARs. The system will not tell you if you have missed out any so it is your responsibility (as submitter) to ensure all the processes required by the importing country have been completed correctly.
To see what processes contribute to the boxes on an electronic export certificate use the Available Templates Lookup screen. |
The final processing premises may need to use a different type of process from any source EDs to ensure the correct dates are entered on the export certificate on some templates. In some circumstances the link between the source ED and the export certificate may need to be broken and the process dates entered directly onto the export certificate to show the correct information.
By default the interactive browser entry form puts in two processes for each product item.
To add more processes to each product item, type the number required in the lower panel at the bottom of the form and click the “Do It” button.
Do not click the Submit Data button by mistake. |
Process - mandatory (ED) for at least one process, optional Export
Select the process from the drop-down list. If the premises has not processed the product in any way, the appropriate process to select is "Storage".
Dates for processes are optional except where the process is Slaughter or Expiry. If dates for other processes are required for export certification for a particular country, they shall be entered. See OMARs for details. Some export certificate templates determine which process to carry forward to the final certificate depending upon the dates entered for processes. For these, the dates are very important. |
If you are submitting a batch file, the following process type codes are used:
SLT Slaughter |
LLF Long line fishing |
Start Date - mandatory for Slaughter process, date formats defined
Enter the start date. Except for the "Expiry" process, the date must not later than today and it cannot be later than the Departure Date.
The required entry format is one of the following but the dates will always display as shown in the first option:
1. |
dd-MMM-yyyy |
eg 10-Sep-2008 |
2. |
d/m/y |
eg 10/9/08 |
3. |
d/m |
eg 10/9 |
End Date - date formats defined
Enter an end date. For the date range to display properly, you should enter both the start date and the end date even if they are the same. The end date must not be in the future and it cannot be earlier than the Start Date or later than the Departure Date. See above for the correct date format.
Applied By - must be a valid ID
Enter the licence number or registered ID of the premises that applied the process. For single- or double-digit licence numbers, don't use leading zeroes (eg ME16, not ME016). The system will give you an error message if the licence number or registered ID is not valid.
E-cert will only accept valid New Zealand premises IDs so required overseas process information for imported product must be entered in the product item Comments box.
If you don't enter a premises ID the system will assume it is the ED or export certificate consignor premises ID.
This is how we end up with exporters slaughtering sheep sometimes ! |
Override
Tick this box if the process is being entered to restrict the date range for a process on any source or earlier ED. If there is no source ED for the product item then there are no process dates to override and E-cert will return an error. The override dates you enter shall be supported by verifiable evidence such as load-out scan reports.
The process and premises combination must be exactly the same as the one you wish to override on the source EDs. The dates must be on or within the dates for the equivalent process on the source ED.
There is no point in putting the same dates as on a source ED as all it does is cost you money in processing time. |
If the process / premises combination does not appear on a source ED or the dates entered are outside the range on the source ED, E-cert will return an error.
Finishing the Submission
Once you have completed entering all the information and checked it, click on the Submit Data button. Until you receive a confirmation page from the server saying that document NZL2008/XXXX/nnn has been raised you cannot be sure the information has been received and it may be lost if you close down your browser or click a link to another page.
Use the link on the confirmation page to view the raised or amended certificate so you can double-check the information entered is correct and that all source certificate details have been incorporated correctly.
It is the responsibility of the submitter to ensure every Eligibility Document or Export Certificate they raise 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. |
New Zealand Food Safety Authority
68-86 Jervois Quay
PO Box 2835
Wellington
NEW ZEALAND
Phone: +64 4 894 2500
Fax: +64 4 894 2501
Contact
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