Quick Reference Guide 1.0.0

Transcription

1 Phytosanitary Certificate (PHYTO) for export or re-exportation Quick Reference Guide (September 2017) Remarks and notes: All mandatory fields in the application are marked with a red asterisk. Editable fields that are not mandatory are marked with an edit icon. The star icon allows you choose an operator from your favourites. Procedures can be consulted along the certificate by clicking the blue linked titles. For all matters related to PHYTO, please contact sante-traces@ec.europa.eu Do not forget to Create an EU login account and Request a role in TRACES NT.

2 Create a new EU Login account 2 1. Go to the EU login page. 2. Click on Create an account. 3. Complete the form. 4. Copy the security code. Access here: 5. Tick the box regarding the Privacy statement. 6. Click on Create an account. You ll receive an allowing you to complete the registration process. 7. Consult your and click the provided link. 8. On EU Login choose a password and click on Submit. Request a new access profile.

3 Request a new access profile 3 1. Open the TRACES NT page. 2. Click on Login into TRACES. 3. Select Operator*/Authority* as user profile, based on your organisation type. 4. Select your Country. Access here: 5. Optionally select also a Role from the list. 6. Type your organisation s full name or part of it. 7. And click Search. 8. Choose the correct organisation from the list and tick the checkbox next to it. 9. Click the green button Request authorisation. 10. In the pop-up you can enter a request message, a contact and phone number. Create a new certificate. Search an existing certificate.

4 How can I start a new certificate? 4 Select commodity 1. Open the TRACES NT page. 2. On the Homepage, click on Certificates > PHYTO 3. Click on the green button + Create > + New Certificate. 4. Select one (or more) Commodity from the list and click Done. 5. Complete the certificate details. Complete the certificate details. Save as Draft/In Progress.

5 New PHYTO certificate - PART I: Details of Dispatched Consignment 5 Continues from slide 4 Select Commodity 1. Box 1 Type part or the entire Name or Address of Exporter. 2. From the list, select the correct match and the Name, Country and ISO Code of your company are automatically filled in. 3. Box 3 Type also part or the entire name of the Declared Name and Address of Consignee. Again, the list is populated and you can select the correct match. 4. Box 6 Enter a 6. Declared Means of Conveyance and its details and then click on + Create. 5. Box 7 On 7. Declared Point of Entry select the authority from the country where the consignment will enter Europe. You can also Edit, Clear, run an Advanced search or favorite Operators. Additionally, you can enter a new Operator or manage existing ones in the Organisations menu. Box 2.a. TRACES Reference is generated automatically after the certificate has been submitted/signed as in progress but box 2.b Local Reference Number can be filled in with either a number or text to identify the consignment at the exporter s level. Boxes 4. Plant Protection Organisation of and 4. to Plant Protection Organisation of are automatically filled in when you choose the 1. Name and Address of Exporter and 7. Declared Point of Entry respectively. Enter a responsable for load or add documents. Save as Draft/In Progress.

6 New PHYTO certificate - PART I: Details of Dispatched Consignment 6 Continues from slide 5 This is optional. 1. Enter a Person Responsible for Load. 2. Type the name or part of it in the corresponding field to open a list of results. 4. From the list, select the correct match and the details of the Person Responsible for Load are automatically filled in. This is optional. 5. Add a new document. 6. Click on the button Add Accompanying Document This is optional. on the Phytosanitary Documents box. 7. Fill in the document details such as its Number, Date and Country. 8. Add the attachment by clicking Change file and then click on + Save button. You can also Edit, Clear, run an Advanced search or favorite Operators. Additionally, you can enter a new Operator or manage existing ones in the Organisations menu. Complete the consignment details. Save as Draft/In Progress.

7 New PHYTO certificate - PART I: Details of Dispatched Consignment 7 Continues from slide 6 1. Box 8 The Commodity field is selected to match what you have chosen when first creating the certificate. You can select one or more 2. Select the EPPO code from the list. EPPO codes. 3. For each EPPO code enter the details: a) Quantity: and choose a unit measure. Optional b) Net weight: in kilos. c) Gross volume: and choose a unit measure. Optional in this case type of packaging. d) Number of packages: and choose its unit. e) Country of Origin: click on the field and select the available options from the list. f) Region of Origin: click on the field and select the available options from the list. Optional g) Establishment of Origin: search for it or use one of your favourites. Optional h) Distinguishing marks: enter here your own free text on the consignment specific characteristics. Optional 4. Box 9 This is optional Enter the Container and Seal numbers. Your certificate has been created and can be signed! If you have more than one commodity in the certificate, you can select the commodity (just one, all or as many as you want) for which you are entering details in this table. You can add different EPPO codes to the same commodity row or add one new row for each EPPO code, for the same commodity and then its details (quantity, weight, etc). You must follow a specific format of 3 letters, then either U, J or Z, plus 7 numbers. If you click on the pencil icon you can toggle between the certificate edit and view modes. an AUTHORITY, complete PART II. As As an OPERATOR, submit for certification.

8 New PHYTO certificate - PART II: Certification 8 for Authorities 1. Box 11 The Additional declaration for specific commodities box might have a No additional requirements. message. However... if the legislation previews mandatory requirements, then a couple of questions can be shown which you need to answer Yes or No. Then... one or more annexes are displayed and as an authority you need to choose between the given options to meet the additional requirements. 2. Click the button Add treatment if you wish to enter Disinfestation and/or disinfection treatment details. Optional The box is automatically populated or not by the system based on the legal requirements of the consignments selected in PART I, box If sign rejection Select a Reason for refusal if you intend to For internal purpose. reject this certificate. Otherwise, it cannot be signed. 4. Check the Financial liability statement that acquits the authority of any accountability in regards to this certificate. Optional The Authorised Officer information is automatically filled to match the profile you used to login to the system. 5. Click on the sign validation or sign rejection button depending on the decision you have made regarding this certificate. Although the box is optional, if you click the Add treatment button, you must complete the mandatory data marked with an *. Use the option Sign in as in progress to save the certificate so far, and resume working on it another time. Copy as new. Search an existing certificate.

9 Copy as new 9 1. Click on Certificates in the menu and select PHYTO. 2. You get to the Search page. On the Search bar enter any specific detail about your certificate: its reference number, the operators (exporter or consignee) names, or the commodities. 3. Or you can click the Advanced search. Then, choose from different parameters for refining your search. 4. Click on the Search button. Depending on the valid roles of your profile, your search may not return any search results, as the permission to see a certificate in a specific status is linked to the permissions given to specific roles. The certificates matching your search criteria are displayed. 5. Click on the Actions button. 6. Choose the option Copy as new from the list. 7. On the new certificate that is already pre-filled in, delete, modify or add information. 8. After you have completed the certificate, send for Submission as an Economic Operator or fill-in PART II of the certificate as an Authority. Copy as replacement. Search an existing certificate.

10 Copy as replacement, as an Authority on a Valid certificate Click on Certificates in the menu and select PHYTO. 2. You get to the Search page. On the Search bar enter any specific detail about your certificate: its reference number, the operators (exporter or consignee) names, or the commodities. 3. Or you can click the Advanced search. Then, choose from different parameters for refining your search. 4. Click on the Search button. Depending on the valid roles of your profile, your search may not return any search results, as the permission to see a certificate in a specific status is linked to the permissions given to specific roles. The certificates matching your search criteria are displayed. 5. Click on the Actions button. 6. Choose the option Replace from the list. 7. On the new certificate that is already pre-filled in, delete, modify or add information. 8. After you have completed the certificate, send for Submission as an Economic Operator or fill-in PART II of the certificate as an Authority. A link will be visible and accessible both from the replaced and the replacing certificates. On the new certificate s title there is a link to the reference number of the replaced certificate. Create a certificate for re-export. Search an existing certificate.

11 Create for re-export Click on Certificates in the menu and select PHYTO. 2. Click on the Create button and choose Certificate for re-export. 3. On the pop-up enter the reference number of the existing PHYTO s that you wish to use. 4. Click on Continue with selection. This opens a new PHYTO certificate form, already populated with the re-used information from the PHYTO you have chosen. 5. Alternatively Click on Continue without selection which means a new PHYTO certificate s form is open, showing all fields as empty. View empty PHYTO model. Search an existing certificate.

12 Search for a PHYTO certificate Click on Certificates in the menu and select PHYTO. 2. You get to the Search page. On the Search bar enter any specific detail about your certificate: its reference number, the operators (exporter or consignee) names, or the commodities. 3. Or you can click the Advanced search. Then, choose from different parameters for refining your search. 4. Click on the Search button. The certificates matching your search criteria are displayed. 5. Choose one and click on the reference number, which opens open the certificate you searched for. Depending on the valid roles of your profile, your search may not return any search results, as the permission to see a certificate in a specific status is linked to the permissions given to specific roles. View empty PHYTO model. Clone as a CHED-PP certificate.

13 View empty PHYTO Click on Certificates in the menu and select PHYTO. 2. On the homepage, click on Empty PHYTO. 3. Choose between the version of the certificates you want to consult: a) for export; b) for re-export. After making your selection, the PDF version of the model you have chosen opens, showing an empty form PHYTO. If you wish, you can print this. Print a PDF PHYTO certificate.

14 Print a PDF PHYTO certificate Click on Certificates in the menu and select PHYTO. 2. You get to the Search page. On the Search bar enter any specific detail about your certificate: its reference number, the operators (exporter or consignee) names, or the commodities. 3. Or you can click the Advanced search. Then, choose from different parameters for refining your search. 4. Click on the Search button. The certificates matching your search criteria are displayed. 5. Click on the Actions button. 6. Choose the option Print PDF from the list. 7. Save or Print the PDF version of the certificate that opens. As an Authority, when a certificate is In Progress you have more options for printing a certificate. 1. Resume from step 4. on the left. 2. Choose a certificate from the list of results and click on the reference number, which opens it. 3. At the bottom of the certificate, click on Preview PDF and choose from: a) preview the PDF version of the certificate; b) preview the PDF certificate + the additional requirements annex; c) or open the Advanced Print options to choose the language in which you want to print the PDF version of the certificate.

15 Thank you for your presence! TRAde Control and Expert System (TRACES) is a management tool for tracking movements of animals, products of animal origin from both outside and within the European Union. It also covers imports to the European Union of feed and food of non-animal origin as well as plants, seeds and propagating materials. TRACES aims to improve the relationship between the private and public sectors, and to strengthen cooperation between EU parties. It aims to facilitate trade, to enhance the safety of the food chain and to protect animal health. This system consolidates and simplifies the existing systems. It is a major innovation in improving the management of animal diseases and reducing the administrative burden on economic operators and competent authorities. Dr Didier CARTON Head of the TRACES Sector For more information TRACES-NT Sector DG Health and Food Safety B232 03/057 B-1049 Brussels Tel: sante-traces@ec.europa.eu This booklet is intended for TRACES-NT users.