Create Documents
With WebDocs, documents are part of what we call a Shipment.
The Shipment contains the Certificate of Origin and supporting export documents that you need your Chamber to certify. WebDocs includes:
- An online Non-Preferential Certificate of Origin
- An online Packing List
- An online Commercial Invoice
You can also upload other types as PDF.
When you click on Create Shipment to create your documents online,
Webdocs presents you with a
Shipment Master Header Screen. You enter all of the 'master' information here i.e. information that will be common to all documents in the Shipment.
Fill in the documents you require certified for the Shipment, and ignore the rest - when you
Submit, you will be able to specify the ones you want sent.
Create a Shipment
If this is the first time you have created a Shipment online, locate and click on the
Create Shipment section.You will notice that you are then automatically directed to the
Shipment Master. The information you enter into the Shipment Master is common to all documents in the Shipment, so entering it here means you only have to enter it once. This includes:
- Who the consignee is
- Invoice Number and date
- Exporters Reference
- Buyer’s Reference & Order Date (if applicable)
- Letter of Credit No (if applicable)
- Buyer (if applicable)
- Vessel and Departure information
- Country details
- Place and Date of Issue
- Chamber of Commerce
Complete the fields that are needed for this shipment. If you are registered with multiple chambers, you will need to select the chamber you wish to submit this shipment to from the dropdown list under Chamber of Commerce.
The system will not generate the unique certificate number for the shipment unless it is submitted to a Chamber for approval. Upon submission the system will generate a Certificate number in the ECXXXXXXXXX format (EC as prefix followed by 9 number digits). For instance, EC123456789.
Certificate of Origin
To complete the Certificate of Origin, select Certificate of Origin from the Webdocs menu.
You will notice that information you entered into the Shipment Master has been copied across to the Certificate of Origin. The certificate number generated by eCertify and the logos of the selected chamber will also be displayed.You can now enter the remainder of the information in the body of the document.
Completing the Certificate of Origin.
The image below shows the Certificate of Origin, however you can choose from the other online docunents in the navigation panel, against the selected shipment.
Details such as the Trading Name
(1), Consignee
(2) and Buyer
(3) are passed across from the Shipment Master, but can be changed if required.
Your signature
(4) is passed across from
My Details.
The Chamber specified in the
Shipment Master will dictate what details and logos are presented in
(5).
Product details can be entered line by line in
(6).Note there is a limit to the number of characters in a row and look out for overtyping into the next column.
Information will be saved at any point by pressing
(7).
Once you have completed the document, click on
(8) Preview Button at the base of the page to confirm that the layout is correct, as what looks OK on screen may not look OK on the final submission.
Completing the Certificate of Origin Lines
1. Enter the required detail into each field within the lines grid (6).
2. Enter the Place of Manufacture.
3. Ensure you enter the place of manufacture near the base of the Certificate of Origin.
Commercial Invoice
To complete the Commercial Invoice select Commercial Invoice from the WebDocs menu
When the screen is displayed, you will see that relevant information entered in the other forms has been carried across.
Complete the remaining fields for this shipment for example:-
• Forwarding Agent
• Bill of Lading No
• Customs
• Terms/Method of Payment
• Insured Value
• Ctn/Nos
• Description of Goods
• Letter of Credit No
• Gross Weight
• Cubic m3
Complete the Commercial Invoice Lines
Enter the required detail into each field within the lines grid. For the Net Weight and Gross Weight fields, please enter the correct total weights against the pack line. The system calculates the total values for each column and does not consider values in the quantity field while calculating the totals for the cargo. Once you have entered the quantity and unit price the line amount will be automatically calculated by eCertify. Once you have saved the lines to the grid the grand totals will be calculated and are also displayed at the bottom of the page for the current page plus the shipment as a whole."
Complete the Commercial Invoice Footer
Complete the fields required for your shipment in the Commercial Invoice Footer. Available fields are:
• Additional Fees and Charges
• Freeform Comments
• Terms and Conditions
• Incoterms
Save the Commercial Invoice - Click Save either at the top or bottom of the page to save the entire Commercial Invoice to the Database.
Complete the Packing List
To complete the Packing List, select Packing List from the WebDocs menu. When the screen is displayed the other common relevant information that you have entered in the other forms will be displayed. You will need to complete the remaining fields that you require for example:
• Packing List No
• Packing List Date
Enter the required detail into each field within the lines grid. For the Net Weight and Gross Weight fields, please enter the correct total weights against the pack line. The system calculates the total values for each column and does not consider values in the quantity field while calculating the totals for the cargo.
Complete the Container Packing List
To complete the Container Packing List, select Container Packing List from the Webdocs menu.
When the screen is displayed the relevant information that you have already entered in the other forms will be displayed.
Note: If you are completing the Container Packing list in place of the Packing List you may need to enter:
• Packing List No
• Packing List Date
Complete the Container Packing List Lines. Enter the required details into each field within the lines grid.
Note: Once you have save the packing list lines the totals for number of containers, packages, net weight, gross weight and volume will be displayed at the bottom of the page.
EDIT DOCUMENTS
Clear a line from a document.
1. To clear a line from a document click the checkbox next to the line number and click Clear.
Move a line in a document
1. To move a line on a document click the checkbox next to the line number and click Move.
2. Enter the line number you wish to move the line to and click OK. The line will be moved to the new location.
Delete a Line from a Document
1. To delete a line from a document click the checkbox next to the line number and click Delete.
Insert a Line in a Document
1. To insert a line into a document click the checkbox next to the line number to insert a line above and click Insert.
2. Select OK to the prompt to insert the blank line. The blank line will then be inserted.
Add an Additional Page to a document
1. If you require additional page to your document click Add Page.
2. Select OK to confirm the Add Page request.
3. To change between each page within the document click on the page hyperlink below the grid lines.
Delete a Page from a document
1. To delete a page, ensure you currently have that page active by clicking on the page hyperlink for that page.
2. Click Delete Page.
3. Select OK in the prompt to confirm.
Save the Document Lines
1. To save the lines you have entered into the document grid click Save. The information that you have entered so far into the grid will be saved to the database.
Undo your Last Change
1. To revert back to your last saved set of lines click Undo. This will remove any lines not previously saved to the database. Any unsaved data will be removed from the grid.
Preview the document
1. You can preview the document by clicking on the Preview button either at the top or bottom of the page. The certificate will be opened as a PDF document and watermarked as Preview Only.
Save the Document
1. Save the document by clicking Save either at the top or bottom of the page.
Edit an Existing Shipment
1. To edit/amend any documents in an existing shipment, click on the Shipment you want to edit in your Shipment list. You can now make further changes.