Processing a Submission electronically
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 requires for the certificate. The stamp icon indicates the certificate requires manual approval while certificate requires 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 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
to review the submission.
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:
Step 3. Review the details of the submission. 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.
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. The date entered in the date field will appear on the submission when applying the date stamp.
Step 5. You can now
Step 5 A. 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 ensure that you select a layout when editing the document in step below. If no layout is applied then that document will not be stamped. Ensure that each document that you wish to stamp and return to the exporter/freight forwarder has a layout identified next to it before stamping and approving the document set.
Step 5 B. Switch between each document of the submission by clicking
icon. Clicking the
icon will give a preview of the document.
Step 5 C. Review the stamping layout selected to ensure it is appropriate for the submission received. If not, select the appropriate layout from the dropdown list.
Step 5 D. 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 5 E. 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 fully processed.
Step 5 F. Repeat steps a – e for any other document that has been provided as part of the submission.
Step 5 G. Click
icon to edit that document.
Step 6. Either select a reply template from the dropdown list and click Add or enter a comment in the text box provided as feedback to the exporter/freight forwarder. You may enter the comment before Step 4 if desired.
Step 7. Click ‘Stamp and Approve’ either in the top right hand corner or in bottom right hand corner of the screen.
Step 8. If the Chamber is configured to use ‘Member pays Using PayPal’, this will send an email to the exporter/ freight forwarder to inform that their submission has been approved and is ready for collection.
Step 9. If the Chamber is configured for ‘On Account’, this will send an email to the exporter/freight forwarder with their documents attached.
Step 10. Upon approval of the submission, if the Chamber is configured to use ‘Chamber Pays using PayPal’ or the exporter/freight forwarder is set to ‘Chamber Pays using PayPal’ and Auto Accept is enabled, then the transaction for payment will be added to the Chamber’s cart. Alternatively, if the Chamber is configured to use ‘Chamber Pays using PayPal’ or the exporter/freight forwarder is set to ‘Chamber Pays using PayPal’ and Auto Accept is disabled, then the consumer will be required to accept the submission prior to it been added to the Chamber’s cart.
Step 11. An email is then sent to the chamber to advise that the Consumer has approved the submission and they are now required to make payment for the eCertify Transaction Fee.