Welcome 1. Introduction 2. Registration procedure 3-8. Add a new user 9. Getting started Creating a new application 12-15

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2 Contents Item Page Welcome 1 Introduction 2 Registration procedure 3-8 Add a new user 9 Getting started Creating a new application Inputting application details Upload documents Submitting applications 23 Scanned signatures (including technical specification) 24 Printing certificates and contact details 25 User notes 26

3 Welcome to the future Congratulations on choosing the most sophisticated online certification delivery system available. e-cert means an end to frustrating delays of days or weeks caused by inaccurate documentation. With almost two-thirds of export certification now carried out electronically, e-cert is the smart way to streamline your overseas operations, saving both time and money. With more than 730,000 documents processed using e-cert so far, some companies have saved thousands of pounds. Businesses are in no doubt at all about its indisputable benefits. Had I known how much time and money could be saved, I would have started using it earlier, said Robin Finnis, managing director of Keighleybased SNG Logistics (UK) Ltd. Chamber International gave me special training to use the system and I haven t looked back. It s completely changed my business. It was cumbersome and time consuming, says International Director Sarah Dixon. The e-cert system has enabled swifter lines of communication than previously existed. The most significant improvement to our operation is the ability for shipments to be exported more instantaneously. The process being more interactive has enabled Austin Reed to meet international requirements more effectively. This is a must-have for any company seeking to export. The e-cert system has proved a successful advancement for the Austin Reed Group. Welcome to the future. 1

4 Introduction Thank you for choosing e-cert the worlds most advanced online certification delivery system that allows you to create:- European Community Certificates of Origin Arab-British Certificates of Origin EUR1 s ATR s Commercial Invoices This guide is designed to help you get the best from the system. If you experience any difficulties when using this product please contact Joe Baker International Account Executive Telephone: (0) Mobile: (0) josephb@chamber-international.com e-cert incorporates a database which allows you to store a range of information to overcome the need to re-key transaction details when making repeat applications. The system offers two services as follows:- STANDARD Returned by 1 st class post the same day or available for collection 2 hours after receipt. Cut off time 3.00pm EXPRESS Returned online within the hour. Cut off time 4.00pm For urgent applications after this time please call the office on Address: Devere House Vicar Lane Little Germany Bradford, BD1 5AH ecert@chamber-international.com Applications can be filed 24/7 and are processed between 8.00am and 4.00pm Monday - Friday 2

5 Open your internet browser and enter If you are using this system for the very first time you will need to register your company please follow REGISTRATION PROCEDURE If you are a returning e-cert World user and your company is already registered please skip to GETTING STARTED section of this guide on page 10. REGISTRATION PROCEDURE Click on the Register button located on the left hand side of the screen 3

6 The registration process comprises 2 stages. First you must register yourself as an e-cert user and then register your company. Complete the blank fields and then select Register. Note that e-cert checks to see whether an address has been previously entered before you can confirm it in the second box. After clicking Register you will receive the welcome message below which states an has been sent to you for verification. To complete the user registration process, you must click on the link in the verification which will then open a new e-cert World page. Select the login link at the top right hand side and type in your address and your chosen password. 4

7 The User who creates a new account will automatically become the administrator for the account and therefore will have access to the account settings. There must always be one registered administrator on the account. After logging in for the first time you will then be offered two options; 1. Create a new exporter account select this option if your company is not already using e-cert. 2. Join an existing exporter account select this option to add a new user to an existing e-cert account. 5

8 CREATE A NEW ACCOUNT Select Create a new exporter account and the company information fields will pop up that will need completing. Ensure Chamber International is highlighted from the drop down list for the Select a Chamber to use. You must read the terms and conditions of the use of e-cert before you can submit the company details. 6

9 You will now see the below screen. At the same time an will be sent to you confirming that a new e-cert account has been created. You will then need to complete a Formal Undertaking and file this with Chamber International before you can access your e-cert account. This can be obtained from the Chamber International website on the Download tab under the Certification and Legalisation heading; Until this completed form is received by Chamber International, you will not be able to fully access e-cert. 7

10 JOIN AN EXISTING ACCOUNT After selecting this option, you will be prompted fill in the company name of the account you want to join and the Administrator s address. Click Submit An is sent to the Administrator with your request to be added as a user to the e-cert account. The Administrator then has to register the new user manually (see page 9). 8

11 ADD A NEW USER The Administrator can add a new user at any time by selecting My e-z Cert from the grey tab and then e-cert Settings > Account Settings. Highlight the option to add users and click Submit. Complete the new user details and chose Yes to auto register the user. This person will then receive a verification with the link to confirm the address. This will also contain the new user s login and password. 9

12 GETTING STARTED If you have your login details, sign in by entering your address and password on the left hand side. You will then see the e-cert World home page. To access your e-cert account, click the blue Go To e-cert button. 10

13 You will then see the screen below. Now click the New Application button. 11

14 CREATING A NEW APPLICATION To begin your application, you will need to provide instructions as to what document you require, the number of copies wanted and how the document is to be returned to you when it has been processed. By clicking on New Application you are then prompted to select the country that the goods are being exported to from a drop down box. The relevant documents that are available for that country is automatically highlighted in Documents Selected. In the above screen shot, the country selected is Morocco. The possible documents that can be applied for in this example include; EC Certificate of Origin Arab Certificate of Origin EUR1 Invoice Upload your own document The A.TR. certificate is greyed out as this can not available for Morocco because this document is for goods destined to Turkey only. 12

15 Click on the document(s) you require so that a green tick appears over the image. A combination of documents can be applied for at the same time. Please note that a copy of your commercial sales invoice is required for each application as back up. By selecting this icon you can upload your document to the application. Alternatively you can send the document by separate to ecert@chamber-international.com or by fax. Please see pages 22 and 23 for further details for uploading documents. 13

16 After selecting your documents you will need to advise the quantity required. There are 2 options to consider. Documents can be certified by the Chamber of Commerce only or you can request the documents to be certified by the Chamber of Commerce and legalised by the relevant foreign embassy. To change the quantity of originals/copies required, click on plus or minus symbols. Note that the Stationery Required image changes to reflect the number of documents requested. When the original document requires legalising, ensure the first quantity line reads zero and the third quantity line indicates the number of originals to be legalised. If your request for documents includes an EUR1 certificate you will need to select which version. EUR1 certificates issued by Chamber International will always be the new version (2 pages). Some exporters have a supply of the old version (3 pages) that they can print directly onto in their own office with the express feature. See page 24 for express applications. The last instruction to provide is the means of despatch when the document has been processed. By selecting Standard your document will be processed and be available for collection 2 hours after receipt by Chamber International or you can chose for the document to be returned by post. By selecting express your application will returned electronically within the hour. Click Next at the bottom of the page to create your document. 14

17 You will now see the below screen. The documents you selected at the start of your application are identified by the tabs along the top. All mandatory fields have to be completed before an application can be submitted. On the right hand side of the screen there is a prompt box which will tick off each mandatory field as you complete it so you know you haven t missed anything. Each heading also acts as a link to open the relevant field. 15

18 INPUTTING APPLICATION DETAILS Consignor These details will be automatically populated with the information you supplied when first registering to e-cert. The information can be amended by clicking on the Consignor field. To enter information into a field simply click on the relevant box. If you have previously saved the contact details for the Consignor or Consignee you can select these from your database. Click here to open your database and then simply click on the name that is required from the list to populate the field. After completing the required information in each box, click on this green arrow to move to the next field. Alternatively, clicking Save will add all the information inputted to that point onto your application. Consignor s Reference This reference is used to link the certificate to your order. Typical examples include either an invoice number or a contract number unique to the application. 16

19 Consignee field Clicking in the Consignee box gives you the below screen. Enter the consignee s name and address and select the country from the drop down box. When applying for an EUR1 certificate that is destined for a GSP Beneficiary Country, tick the box Is this a GSP Beneficiary Country so this wording appears on the certificate when it is printed. This will not affect the certificate of origin if both documents are being submitted together. 17

20 Country of Origin You will now see the below screen. Multiple origin declarations can be entered on 1 certificate. Highlight the country(s) required (UK is the first option, all other countries are listed alphabetically) and then click the Add button. If you have chosen a European Community country the system will automatically add the correct wording for you, for example if you select United Kingdom and France then the origin box will read, European Community- United Kingdom, France. 18

21 Transport Details This field is optional. If you do input any transport details, keep this general such as Seafreight or By trailer so as to avoid unnecessary amendments after the document has been processed. Remarks The remarks box can be used for sending an application for a replacement certificate. Select Replacement from the drop down field and you will see then the above screen. The greyed out text is the mandatory wording for a replacement certificate and can not be amended. The 3 blank boxes (certificate serial number, issuing chamber name and certificate issue date) must be completed using the information from the original certificate being replaced. Marks & Numbers This information is mandatory. Enter the information of any external marks or labels here. If the packages are marked with the Consignee s address then As addressed is appropriate. If the packages being exported have no external label/marking the type Unmarked or No marks. Number & Kind of Packages, Description of Goods Use this field to identify how the goods were packed; pallets, cartons, drums etc. The description can be a general term to cover multiple goods but not too general. For example Spare parts could not be accepted alone whereas Spare parts for. would be permitted. 19

22 Quantity The gross weight is a minimum requirement, the other weight fields are optional extras. By completing all of the above fields, the front of the original certificate will now be complete. The next fields refer to the information that is required on the pink application page that will be retained by Chamber International as a record of the processed document. Place of Issue Enter the city from which the application is made. Applicant This field only needs to be completed if you are submitting the application on behalf of another exporter. Origin Declaration Select the appropriate declaration by clicking one or more of the boxes. There are 2 options for UK origin; OPTION 1 goods wholly produced in the UK for example vegetables OPTION 2 manufactured goods from a substantial process within the UK Most manufactured goods will fall under option 2. 20

23 Manufacturer Details If you already have the manufacturer s details saved to your database you can choose the relevant manufacturer by ticking the correct manufacturer displayed. Alternatively this space and save you can manually add the manufactures details by typing in below or click on the Add Manufacturer and enter the details them for later use. If you are applying for a European Community Certificate of Origin destined for one of the Arab League countries you must supply an Arab Disclaimer. Simply ensure the Add Arab Indemnity is ticked to add the disclaimer to your application. 21

24 UPLOAD DOCUMENTS You will see the below screen next after declaring the manufacturer details. In this example, Upload your own document was ticked at the Choose Documents screen (see page 13) therefore the supporting documents need to be added to the application. Select the first option Now click the link to upload a document. You need to specify what you want Chamber International to do with the document that has been attached to the application should the document be certified or not? 22

25 Uploaded Document for backup only Use this option to upload your sales invoice not for certification or to upload other documents as back-up to your application for example the proof of foreign origin. Click on the Browse button to find the scanned PDF document. Select the file and click Upload to attach the document to the application. Stamp Uploaded Document This option allows you to upload PDF files of documents you require stamping/certifying eg your commercial invoice. Click on the Browse button to find the scanned PDF document. Select the file and click Upload to attach the document to the application. Applicants must ensure that the uploaded document is signed by an authorised signatory and bears the country of final destination. One application can include both options; for example upload a document to support a foreign origin claim and upload an invoice that requires certifying by Chamber International. SUBMITTING APPLICATIONS Click on the Submit Application tab after all the information has been inputted. Payment method Select the appropriate payment method. For non-members Chamber International will need to receive payment before the processed document will be released. Debit/credit card details are not kept on file so if this option is selected Chamber International will call you to take a card payment. 23

26 Signatures Select the appropriate signatory from the drop down list (the user log in name and signatory must match). To add a new signature Click on the Add a New Signature button and then type in the signatory s name and job title in the relevant fields. You will need to scan and save your signature in the following format:- Signature images must be: black and white 300 dots per inch (DPI) Maximum of 2 inches wide by 1/2 an inch high. BMP file type. Click on Browse to find the scanned signature you wish to add to the system and click on Create Signatory. If the signature fails to upload, click on the link to open the Signature Wizard and follow the instructions to convert the image into the required format for e- Cert. Certificate Despatch Method Select how you want the processed document to be returned. If Standard was selected at the start of your application (see page 14), you can collect the document 2 hours after it has been submitted if you then choose Standard collect. Alternatively, Chamber International will return the document by Royal Mail First Class post. Other delivery options are available on request for high value/important documents. If express has been selected you will need to provide the certificate number as you are inputting the certificate information. You can only print onto the Certificate of Origin specified. If for any reason you encounter a print error please call the Chamber for advice. 24

27 Printing Certificates For first time printing, it is advisable to print onto blank paper to ensure that your print settings are correct. The settings can be altered by opening Print whilst the document is open, select the i2i document viewer option and then click on the Settings option For express applications the i2i document viewer will need to be downloaded from the e-cert World portal for further help on this contact the Chamber CONTACT INFORMATION Alison J Holmes, International Trade Procedures Manager Telephone: alisonh@chamber-international.com Kate Flanagan, Senior International Trade Procedures Executive Telephone: katef@chamber-international.com 25

28 User s Notes Your may wish to log your e-cert registration details for future reference e-cert registration details Company ID.. Username Password.... Notes 26