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Animal Products E-cert Help Files

Exhausting and Un-exhausting Product Items or Eligibility Documents - VA View

The exhaustion facility in E-cert shall not replace the company inventory system which is required by NZFSA specifications. The operator shall ensure that an exhausted Eligibility Document (ED) is not used as a source for an outgoing certificate.

Exhaustion

Product certified out on paper Export Certificates shall have supporting Eligibility Document (ED) product items exhausted when the paper certificate is signed to avoid fraudulent re-use of the ED for multiple paper certificates. This is the responsibility of the NZFSA Inspector signing the paper certificate.  Product that is sent to the local market must have the final ED product in the chain exhausted once all product leaves the premises.

Where the product is exported without an Export Certificate the operator shall exhaust the used up final EDs. Do not revoke or have the operator cancel the final ED.

If the final ED is a transfer to a premises that exports the product without an Export Certificate, the incoming transfer is exhausted and the operator inventory system shall record that the product was exported without an Export Certificate. If a transfer to exporter (authorisation) has been raised, it shall be approved and exhausted and the operator inventory system shall record that the product was exported without an Export Certificate.

If you sign a paper certificate at a premises where you have no computer access you may direct the operator to exhaust the supporting ED on your behalf at the time of signing.

Exhaustion of EDs or individual product items on EDs that are not used to support paper certificates is the responsibility of the consignee. It should be encouraged to help ensure that product on outgoing EDs is attributed to the correct source ED. It has the additional benefit of reducing the number of certificates shown when searching for current certificates.

When you view an approved ED an Exhaustion Panel appears underneath the header information and above the product item information.

This has a link to View the Exhaustion Report for the ED and options to exhaust or un-exhaust the whole ED depending upon its current state. If the ED is partially exhausted you will have both options. The display reminds you how to exhaust or un-exhaust individual product items!

To exhaust the whole ED, put a tick in the "exhaust all products on this certificate" box and click the Submit button. To exhaust individual product items, put a tick in the box by the item number in the main product details table for each item to be exhausted then scroll back up and click the Submit button in the Exhaustion Panel. Optional comments can be made upon any exhaustion action by ticking the “add an optional comment for exhaustion” option.

Don't click the Submit button in the Status Change Panel as this will request an amendment of the ED.

Do not revoke an ED when it is supposed to be exhausted.

Once a product item is exhausted, the background colour for the item changes from wheat-coloured to pale green and a tick appears in the box by the item number, as shown below.

If the whole ED is exhausted, all product items have a tick in the box, the overall background for the ED is green and the words This certificate is exhausted appear in red under the certificate shoulder number. Every product item or whole ED exhaustion is recorded on the certificate history page.

You are not able to enter a comment when you exhaust an ED.  If you need to make a comment when you exhaust the ED, the only way to do it is to exhaust it, un-exhaust it with your comment and then exhaust it again. You can only do this if you are an Inspector for the consignee.

Fully exhausted EDs don't appear on any of the normal lists in E-cert but can be found by using the search screen with the "Exhausted Certificates" box ticked. When an ED is partly or wholly exhausted, you won't have the option to request amendment - you will need to un-exhaust the whole certificate first.

Un-exhaustion

Only a NZFSA Inspector for the consignee can un-exhaust a product item or ED.

To un-exhaust an item, remove the tick from its box, scroll up and click the Submit button in the Exhaustion panel. To un-exhaust the whole ED, tick the "un-exhaust all products on this certificate" box and click the Submit button in the Exhaustion Panel.

You should only un-exhaust an ED or product item when you have evidence from the requesting company that this is necessary. The extent of the evidence you require will depend upon your assessment of their inventory and certification systems. When you un-exhaust an item or an ED, you are required to enter a reason for it in the dialog box. This will appear on the history page for the ED, against the un-exhaust action like a status change comment does, but it does not appear on the certificate itself. 

You may be asked to fully un-exhaust a partially exhausted ED so it can be amended to correct an error or amend the country eligibilities for one of the un-exhausted items. The comment you enter should make it clear which items had already been exhausted and those items shall be exhausted again as soon as the ED is re-approved.

When un-exhausting a transfer to exporter (authorisation) supporting an export certificate, you shall first have either the original export certificate in your possession or verifiable evidence that it has been surrendered to overseas authorities or the signed statement for a lost certificate required by the Official Assurance Programme to ensure the same product is not certified more than once. Where overseas authorities have been involved NZFSA approval is required and should be sought before the ED is un-exhausted.