Animal Products E-cert Help Files
Viewing an Eligibility Document or Export Certificate
Once an Eligibility Document (ED) or Export Certificate is successfully submitted to E-cert you can view it if you have Consignor or Consignor Inspector rights for the consigning premises or exporter, or if you have Consignee or Consignee Inspector rights for the consignee premises or exporter.
You can also view it if you have those rights to a premises listed in the 3rd Party access box. To view 3rd Party access certificates click the 3rd Party link in the left hand navigation frame and select it from the list that is displayed or use the Search screen.
How to View Certificates
1. From the Home Page
The home page of E-cert (what you see when you first log in to the system) has a list of certificate shoulder numbers underneath the programme version information. These are links to view certificates needing your attention.
If you are a consignor, they will be certificates that have been resubmitted for amendment or replacement. Revoked, Cancelled, Detained, or Rejected certificates will also appear on this list for a few days before dropping off. These are for information only as Consignors and NZFSA Inspectors cannot action these certificates.
If you are an Inspector, they will be certificates that need assessing for approval, amendment (ED only) or replacement (Export certificate only).
2. From the Confirmation Screen
When a certificate is successfully submitted or its status changed a confirmation screen appears (example below). It contains a link to view the certificate as well as the details about who was notified about its submission (this is only a list of those who have requested email notification - not a full list of those who have access to the certificate).
3. From Lists of Certificates
Other certificates can be viewed from the Find Certificates links in the left hand frame of the E-cert main screen. What links are available depends upon the type of user you are and the permissions you have.
Consignor Links |
Overseas Border |
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Each link brings up a different list of certificates except for the Search link which brings up the Search input form; and the Search Archive link, which brings up a search input form for certificates that have been archived. For a complete list of the links that may be shown and an indication of what certificates are displayed for each link see the E-cert Welcome Page. In all cases, the certificate shoulder number on any list is a link you can click to view the certificate.
Clicking any of these links results in a database request charge and all but the Search link will generate a database query which will be charged according to the length of time taken for the query to return the results page. The more certificates on the list, the greater the usage charge. |
Eligibility Document Views
All the information that makes up the certificates is held on the E-cert database. When a link to a certificate is clicked, a request is sent to E-cert for a copy of the information to be sent to your computer. Other people may request a copy at the same time and will also be able to see or action the certificate while you are viewing it.
How the data is presented on the screen depends on the view defined for your user type.
Industry View
For consignors, the data is shown in what is called the "Industry View".
In this view, the certificate information displays in the same basic layout as it is entered into the interactive browser entry form. The certificate shoulder number is displayed in full at the top and the certificate's current status is displayed underneath it. Additionally the name of the person who submitted the certificate and the name of the person who last updated the certificate are displayed between the header and the product information. If a comment was entered at the last status change, it will show under the Last Updated By box.
For Auto-approval certificates the term "Automatically approved" appears in red under the certificate number, there is an entry under the Submitted by entry which says "Auto Approval: Yes" and the Last Updated by shows "Ecert System" and the time the ED was submitted. The history page also has an entry recording the Auto-approval of the ED. See History for an example.
See Examples for examples of Industry view for Eligibility Documents and Eligibility Declarations.
Where the certificate has been amended after approval there is another entry under the certificate number indicating the date of the amendment. See Example of the Industry View Auto-approval.
The registration numbers of the premises or exporter for the consignor and consignee are links to more information about the premises or exporter. Similarly, the names of the people who submitted or last updated the certificate are links to more information about those people.
In addition to the data seen on the input form, the source certificate process information is also consolidated and displayed, with the addition of a list of "Premises of Origin".
On EDs Premises of Origin is just a list of all the premises that have had processes recorded for the product, not the same as the seafood paper certificate "Premises of Origin" which is the final processor. |
For detailed explanations of the information displayed in an ED see:
Raising an Eligibility Document - Interactive Browser Entry Form
Raising an ED or Export Certificate - Products and Processes.
Certificate View
Certificate data can also be viewed as it is laid out on the certificate. This can assist submitters in checking the completeness and correctness of their submission. Mandatory fields that are missing data will show as Entry Required. However non-mandatory but required data may be referred to as Not Applicable.
VA View
This view is only available to NZFSA VA inspectors. In this view, the top of the ED is the same as ‘”Industry View”, but the product and process information is displayed in a format more like a traditional paper certificate.
For more information on the VA View see VA - Viewing and Assessing Certificates.
Export Certificate Views
The top half of the Export Certificate displays the standard and optional certificate declarations required by the destination country (and so will vary from country to country).
The next block of information on an Export Certificate is similar for all countries. It contains information on the consignor and consignee, the transport details and who raised and last updated the certificate. If the certificate has been approved and a stationery serial number entered, the serial number is shown below the Unofficial Commercial Information and above the Raised by information. If an inspector has set the certificate to Resubmit there will an explanation comment under the Last Updated By box.
There are only minor differences between the industry and the VA views in the display of the top part of the export certificate. The product and process information is displayed the same way as it is on the EDs for Industry and VA views.
How an Export Certificate is displayed an overseas Border Inspector may vary from importing country to country depending upon their particular requirements.
See Examples for examples of Industry View, Certificate View, VA View and Border Inspector View for AP120 meat for Canada.
Function Buttons
In the top right hand corner of all views of an ED or Export Certificate there is a group of buttons.
ED: 
EC: 
Which buttons are available depends on the type and status of the certificate, your user type and the permissions you have. For more information on function buttons see the Table of Functions.
History
The History button is a link to the History page for the certificate you are viewing.
The History page displays a record of all the changes made to the certificate since it was raised including all the comments entered into the Verification and Status Change Panel. The 
icon at the beginning of each entry is a link to a copy of the certificate as it looked at the time of that entry. These copies are held in the industry view only.
On the Border Inspector history pages only the post-approval history is viewable and the icons to historical versions of the certificate are not available.
Verification and Status Change Panel
At the bottom of the certificate there may be an action box depending upon the certificate status, your user type and the permissions you have. When present, this allows you change the certificate status and, if required, enter the reason for the status change.
If there is no action box, you do not have permission to action the certificate in its current status.
For more information on the certificate actions you can take see the Table of Functions.
If you are a consignor viewing an ED or Export Certificate that has a status of Resubmit be careful you don't click the submit button in this panel when you really mean to resubmit the certificate for approval in the Edit screen. In the view screen it will cancel the certificate. You must be in the Edit screen to resubmit a certificate and the button is labelled Submit Data. |
Changing a certificate to Cancelled kills it completely, not allowing amendment (ED) or replacement (export certificate) and preventing some amendments to the source EDs. It should only be used where the certificate should never have been raised in the first place (eg local-only product or the wrong consignor was entered on the certificate when it was raised) or where the product shipment has been cancelled completely. The same applies to an inspector changing a certificate status to Revoked. For more information see Cancelling or Revoking a Certificate.
