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eCert Chamber Help

Manual - Stamping and Approving

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Processing a Submission manually (Wet Stamps)

Each document set that a company signatory submits to your chamber will appear in the Pending Submissions screen. From this screen you are able to review, and stamp and sign the document.

NOTE:- By default whenever you first login to eCertify you will automatically be placed in the Pending Submissions screen which will by default display the list of submissions that are 30 days old.

When a new submission is received each signatory of your chamber will receive an email with a link to the submission.

Step 1. From the Pending menu, select Submissions. The submissions window opens up.

The 'Pref.' column identifies the type of submission. A green tick indicates a Preferential Submission while a Non Preferential Submission does not have a green tick next to it.
The 'Info.' column identifies the type of approval method is required for the certificate. The stamp icon indicates the certificate requires manual approval while a certificate requiring electronic approval does no have a stamp icon ext to it.
The 'Type' column identifies whether the certificate is a new one or a resubmitted certificate (a certificate replacing an approved certificate).

The Certificate number will be in ECXXXXXXXXX format (EC as prefix followed by 9 number digits). For instance, EC123456789. However, if you are a New Zealand Chamber and are processing NZCHINAFTA and AANZFTA submissions, the certificate number will be in the format as defined by the New Zealand customs.

Step 2. Click Image to review the submission.

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When a signatory views a submission, the submission is locked against the signatory’s name, so that no other signatory can process the same submission. A locked submission displays the signatory’s name in the Chamber Signatory column as below:

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Step 3. Review the details of the submission.

When a submission requires manual approval, a notification message is displayed at the top of the page.
Any comments the exporter has placed on the submission can be viewed in the Submission Details text box.
The country of destination will be populated with the value selected by the exporter/freight forwarder when creating the submission.
The date entered in the date field will appear on the submission when applying the date stamp.

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If the submission is from a Freight Forwarder on behalf of a member, the company name is displayed in the Member Represented section. You can review the Freight Forwarder members by clicking the icon to review.

Step 4. Select a reply template from the Comments drop down list and click Add button.Alternatively, enter a comment in the text box provided.

The comments selected or entered will be provided as feedback to the exporter/freight forwarder.

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Step 5. You can now:

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Step 5 A. Choose to process the submission manually as requested by the exporter/freight forwarder.

Step 5 B. Choose to process the submission electronically and override the request made by the exporter/freight forwarder. To process the submission electronically, please click Electronic - Stamping and Approving.



Step 6. Review each document that makes up the submission within the Attachments section. The default layout that will be applied to the document is displayed next to each document.

For any document that has ‘No Default Layout – Not Stamped’ next to it, please ensure that you select a layout when reviewing the document in step below.

If no layout is applied then that document set cannot be downloaded. Ensure that each document that you wish to download, stamp and return to the exporter/freight forwarder has a layout (with a certificate number) identified next to it before downloading the document set.

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Step 6 A. Switch between each document of the submission by clicking Image icon. Clicking the Image icon will give a preview of the document.

Step 6 B. Review the stamping layout selected to ensure it is appropriate for the submission received. If not, select the appropriate layout from the drop down list.

Step 6 C. Each of the stamps that were marked as default in the page layout will be ticked and placed onto the document. Tick and un-tick any stamps that are/are not required. Remember - If required you may reposition the stamps by using your mouse and dragging them to a new location.

Step 6 D. Click ‘Apply’ to apply the stamps to this document. Apply and preview will apply the stamps and provide a preview of what the final document will look like when downloaded.

Step 6 E. Repeat steps a – e for any other document that has been provided as part of the submission.

Step 6 F. Click Image icon to edit that document.

Step 7. You can now:

Step 7 A. Select to download the document set. Click the Image button to download each document of the submission.
Step 7 B. Select to download only the certificate of the submission. Click the Image icon located on the last column of the Attachment table to download the certificate.

Once the document set or the certificate has been downloaded, a notification message is displayed at the top of the page.

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If the Chamber is configured for 'On Account', only the 'Download For Manual Approval' button is displayed at the top right corner of the page.

If the Chamber is configured for 'PayPal', the 'Request Payment For Manual Approval' button will appear at the top right hand corner of the page and the Additional Charges section is displayed.

Step 8. To add additional charges to the the submission, click 'Add' within the Additional Charges section.

If there is no additional charge to be associated to the submission, you may continue to Step 10.

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Step 9. Select a Charge Type from the Charge Type drop down list, enter the description of the charge in the Description and the value of the charge in the Value column. Click 'Save'.

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Step 9 A. To remove a charge, click the 'X' button located on the last column and click 'Save'.

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Step 10. To request payment from the exporter/freight forwarder, click the Image button located at the top or bottom of the page.

Step 11. If the Chamber is configured to use ‘Member pays Using PayPal’ and the Auto Accept is enabled, then the transaction payment will be added to the exporter/freight forwarders's Cart.

If the Chamber is configured to use ‘Member pays Using PayPal’and the Auto Accept is disabled, then the exporter/freight forwarder will be required to accept the submission prior to it been added to the exporter/freight forwarders's cart.

Step 11 A. Once payment has been made by the exporter/freight forwarder, an email will be sent out to advise the Chamber that they may now send the stamped certificate or supporting document (if any) to the exporter/freight forwarder.

Step 12. If the Chamber is configured to use ‘Chamber pays Using PayPal’and the Auto Accept is enabled, then the transaction payment will be added the Chamber's Cart.

If the Chamber is configured to use ‘Chamber pays Using PayPal’and the Auto Accept is disabled, then the exporter/freight forwarders will be required to accept the submission prior to it been added to the Chamber’s cart.

Step 12 A. Once payment is made by the Chamber, an email will be send out to the to advise the Chamber that they may now send the stamped certificate or supporting document (if any) to the exporter/freight forwarder.

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