Animal Products E-cert Help Files
Exhausting Product Items or Eligibility Documents - Industry View
The exhaustion facility in E-cert shall not replace the operator inventory system required by NZFSA specifications. The operator shall ensure that an exhausted Eligibility Document (ED) is not used as a source for an outgoing certificate.
Product certified out on paper Export Certificates shall have supporting ED product items exhausted when the paper certificate is signed to avoid fraudulent use of the ED as a source for multiple export 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.
Some countries do not require an Export Certificate for some products. Where the product is exported without an Export Certificate the operator shall exhaust the used up final EDs.
If the final ED is a transfer to a premises which 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 a NZFSA Inspector signs a paper certificate at the premises where they have no computer access they may direct the operator to exhaust the supporting ED on their 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. You should exhaust used up product items and certificates 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 like this one appears at the bottom of the ED.
This has a link 
to view the Exhaustion Reports for the ED and a list of the product items on the ED which are not yet exhausted. Next to each item is a checkbox – tick to select an item for exhaustion. Once all the product for a particular item is used up, put a tick against the product item in the exhaustion panel and click the Submit button. If all product from the ED has been exhausted, tick the box next to "exhaust all products on this certificate". An optional comment can be included as an exhaustion is made 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 cancel or have NZFSA revoke an ED instead of exhausting it.
The quickest and cheapest way to exhaust multiple certificates is to use Batch Files. See Exhausting EDs via Batch File.
Once an item is exhausted, the background colour for the item changes from wheat-coloured to pale green and the words This product is exhausted appear under the item number as shown below. That item then disappears from the list in the exhaustion panel.
If the whole ED is exhausted, the words This certificate is exhausted appear under the shoulder number. Every product item or whole ED exhaustion is recorded on the certificate history page.
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.
If you have exhausted a product item or ED in error, contact a NZFSA Inspector for the consignee of the ED and ask him/her to un-exhaust it.
Only a NZFSA Inspector for the consignee can un-exhaust a product item or ED. |
You may be required to provide evidence to show why the product or ED should be un-exhausted. For ED transfers to exporters (authorisations) that support signed paper or printed electronic export certificates, the original signed certificate shall be returned to the NZFSA Inspector or evidence of its surrender to overseas authorities or the signed statement required by the Official Assurance Programme for a lost certificate shall be provided before the ED can be un-exhausted. Where overseas authorities have been involved NZFSA approval is required and should be sought before the ED is un-exhausted.
