Animal Products E-cert Help Files
Replacing an Export Certificate
The following procedure applies only to Export certificates. Incorrect Eligibility Documents are amended instead - see Amending an Approved Eligibility Document for more information.
Replacing an incorrect electronic export certificate is a four-step process.
1. Request Replacement
2. Replacement Authorised
3. To Be Replaced
4. Replace.
The following procedure shall be used in all cases to replace electronic export certificates.
DO NOT generate a new certificate from scratch as a replacement
For replacements involving overseas authorities please refer to the Part 14 of the Official Assurances Programme (OAP).
Additional information can be emailed to va-replacements@nzfsa.govt.nz.
NZFSA is neither required nor obliged to provide replacement certificates where the reason for the replacement results from an error made during the preparation of the certificate or in the preparation of the consignment. Many of these errors are preventable and can be avoided by an effective quality system.
Request Replacement (any user)
Anyone with appropriate permissions to view an Approved electronic Export Certificate can request replacement of it using the Verification and Status Change Panel.
Scroll to the bottom of the certificate, select Request Replacement from the drop down list in the Status Change panel and enter the reason for the replacement. The reason must be adequate to fully explain why the replacement is necessary. Only the specific details mentioned here will be authorised to be changed on the replacement certificate.
In all cases, including replacement requests for lost certificates, you must state whether or not overseas authorities have been involved in the Reason box.
Also note the whereabouts of the printed certificate then click the Submit button. A confirmation screen will come up asking if you really want to change the status of the certificate. Click OK.
If overseas authorities have been involved or the original printed certificate has been lost, a letter and other information is required from the exporter or agent in accordance with the OAP.
Certificates with some other statuses can also be set to Request Replacement - see the Table of Functions for more information.
A NZFSA Inspector also has the option to revoke the certificate if it should never have been raised in the first place or the consignment has lost its eligibility for export.
Replacement Authorised (NZFSA Inspector)
An NZFSA Inspector then assesses the request and, using the Status Change Panel, changes the certificate status to Replacement Authorised. A reason must be entered and it will specify what details are authorised to be changed. It may include specific instructions for putting information on the replacement certificate.
An NZFSA Inspector may also revoke or revert the certificate to approved, if necessary.
To Be Replaced (Consignor Inspector)
If the certificate was generated by E-cert for printing and signing by a NZFSA Inspector, the original paper certificate shall be returned to the signatory or verifiable evidence provided of its surrender to overseas authorities, as per the OAP, before the electronic certificate replacement will be set to be replaced.
Once the original printed certificate is returned, an NZFSA Inspector for the Consignor can then change the status to To Be Replaced and unexhaust the supporting ED. A comment is required in the reason box. Any instructions given by the NZFSA Inspector should be copied from the comments box under the Last Updated by box at the top of the certificate and pasted into the reason box as well. This is essential for EU and Canadian certificates.
A consignor inspector or an NZFSA Inspector may also revoke the certificate. An NZFSA inspector may also revert it to approved, if necessary.
Replace (Consignor)
Once the certificate has a status of To be Replaced, the Consignor can replace it by clicking the 
button next to the certificate number on the E-cert home page or by clicking the 
button in the top right hand corner of the certificate as you view it.
Do not generate a new one from scratch as a replacement as there will be none of the required links between the two certificates in E-cert. |
Clicking either of the Replace buttons puts the certificate into the Interactive Browser Entry form for editing with all the data pre-filled from the previous certificate except the certificate number. It automatically inserts the correct replacement clause, including the date of approval of the replaced certificate, at the top of the new electronic certificate and, once the replacement certificate is successfully submitted, at the top of the certificate it has just replaced.
The replacement clause on the printed certificate appears on the right hand side, underneath the shoulder number and above the transport details. |
Give the certificate a new number and amend the incorrect details as authorised by the NZFSA Inspector. Ensure you comply with any special instructions from the NZFSA Inspector which appeared under the Last Updated by box when viewing the replaced certificate. The reason for replacing the certificate shall be entered in the Official Information box if directed by the NZFSA Inspector.
Replacing an export cert with more than one new cert
If a certificate is to be replaced with more than one new certificate, the first new certificate shall be a replacement as detailed above and subsequent certificates are newly raised, from the source ED if there is one. All new certificates shall have a clause, as directed by the NZFSA Inspector, in the official information box stating that the certificate is a partial replacement of the old certificate.
Replacing a paper export certificate with an electronic one
For a paper certificate replaced by an electronic one, the replacement clause specified in the Official Assurance Programme shall be entered in the Official Information box. The paper certificate replacement recording procedures in the Official Assurance Programme should also be followed.
