EXDOC Overview to Produce a Health Certificate, Phytosanitary Certificate, or a Certificate as to Condition.
An AQIS accredited interface software (such as Export-It) is necessary to convey the Exporters' shipment details to the AQIS EXDOC system via EDI. The transmission of the data is via Email. Only those users who are registered with AQIS for EXDOC as an EDI User can send or received messages. The Exporters' data is entered and submitted on an electronic application form titled Request for Permit (RFP) which replaces the manual EX222 and EX28.
The RFP travels through many different stages from the initial input of data through to the printing of the end Certificate, whether remotely or at an AQIS office, and this is automatically recorded as the Status, with the corresponding date & time of the “new” status. The RFP is created with a status of NULL, and on submission to EXDOC, transmission for the first time, the status changes to LODP (lodgement pending) or ORDP (Order pending). See also item 'm' below and RFP statuses of Processing.
The Exporter or User initiates all transmissions. Using email, the Exporter or User sends the message to their electronic mailbox, and it is picked up from there by AQIS. After the RFP has been processed by AQIS, it is placed back into the mailbox by AQIS and remains there until the Exporter or User initiates another transmission. The total turn around time could range on average from 2 to 12 minutes, depending on some equipment. Thursday afternoons and Fridays could take a little longer. All transmissions act as both a send and receive scenario.
When the RFP is received by EXDOC for the first time, it goes through a series of security or validation checks, and provided the required information is present, EXDOC will send the RFP back to the Exporter or User with a status of:
ORDR - Basic RFP that can be sent to a Supplier, Processor, Packer etc as an order, or
INIT – enough data present for the RFP to be validated or authorized, but not enough data for the Certificate to be printed, or
FINL – enough data present for the RFP to be validated or authorized, and enough data for the Certificate to be printed once the RFP has been authorized, or
ERR – the RFP has failed one or more security checks. The message (View Replies guid from AQIS will stipulate the errors, and depending on the errors, you may be able to amend the RFP and re-submit. In which case the status will change to LODP. Some errors, such as establishments, product related codes, or certain dates may not be able to be change, in which case you can clone the RFP, make a copy from the clone (template), and with a status of NULL, you will then be able to change anything. Alternatively, just create a new RFP.
If an AQIS inspector is required to inspect and authorize the shipment at the final load out point, then this is done in conjunction with validating or authorizing the RFP. The AQIS inspector has access to EXDOC via the nominated AQIS registered export establishment shown on the RFP, where the authorized inspection of the shipment takes place.
When in test mode, you will need to contact the relevant AQIS help desk and request they validate your RFP, so it can go to COMP (completed) status. Only when the RFP reaches COMP status, can the Certificate be printed.
If the Processor/Manufacturer/Supplier has their AQIS export registered site accredited by AQIS under the MSQA, AQA or CA accreditation programs, then the processor/manufacturer/supplier can validate or authorize the RFP.
The different accreditation programs are:
Commodity – Meat MSQA – (Meat Safety Quality Assurance)
Commodity – Dairy & Fish AQA – (Accredited Quality Assurance)
Commodity – Grain & Horticulture CA – (Compliance Agreement)
Commodity - Wool Not applicable
Commodity - Skins & Hides Not applicable
Commodity - Inedible Meat MSQA – (Meat Safety Quality Assurance)
Commodity - Eggs AQA – (Accredited Quality Assurance)
Remote Printing (Remote Printing of AQIS issued Certificates) allows you to direct the printing of the Certificate to your office or any registered EXDOC EDI user (e.g. your Freight Forwarder), except for the Commodity – Meat. You would need to check with AQIS, as to the minimum printer requirements, as it is their print files you would receive. Basically, we believe it should be a laser printer capable of printing PCL4 (Printer Computer Language) or above type files, but you should confirm this with AQIS. Note also that some commodities may require a duplex printer.
If after validation of your RFP, the RFP goes to a status of HCRD (Health Certificate Ready) instead of COMP, this could mean that the RFP requires more information before the Certificate can be printed, or your RFP may require Cert Review. If the former, firstly check the print indicator is set to 'A' for automatic, and all other details are present such as the consignee details. If you are still unable to work out the “missing” information, contact the AQIS help desk. If your RFP requires Cert (Certificate) Review, then again contact the AQIS help desk for assistance.
The SEW (Single Electronic Window, SEW Joint RFP/EDN Fields) is simply a joint or combined EDN & RFP. The additional fields to be completed in the RFP to make it an SEW are;
In the header; Type of Exporter (Non-Confirming or Confirming), Total FOB Value and Currency, and in the line items; The AHECC code, line item FOB Value and the Currency, gross weight, and related export permit number, date and issuing agency, if applicable to your product, and the source State for commodity H (Horticulture) only. For some commodities, the AHECC code, FOB value & Currency are normal requirements in order to lodge (LODP) an RFP.
Note the Type of Exporter field sends the “Y” indicator from AQIS to ACS (Australian Customs Service) for AQIS to act as an agent on your behalf, in obtaining the EDN, and you should register with AQIS if you require this service. If you are a Dairy exporter, then you would already be including the FOB values and currency. If you are a Grain or Horticulture exporter, then you would already be including the AHECC code. Also note that an EDN will have a status “in error” for shipments to EU, until such time as the RFP has been authorized. At which time, AQIS will then advise the EPN (Export Permit Number) to ACS, who will then change the status of the EDN to “in clear”. These messages will be automatic and the SEW will arrive to your mailbox with a status of either, INSP (inspected), HCRD or COMP with an "in clear" EDN.
Note that only SEW's can be submitted for EU & Russia. Submission of separate RFP's and EDN's are not allowed for these destinations. This can alter at any time as additional destinations may be included. If necessary, check with the AQIS Help Desk for any updates to this requirement.
A RFP can commence its journey as an Order by clicking on the “O” The status will change to ORDP when the O button is depressed to place the RFP in the queue ready for transmission.
All RFP status are listed below
1. NULL – The initial status of the RFP whilst creating the RFP, and prior to queuing for transmission to EXDOC.
2. ORDP (Order Pending) - The status will change to ORDP when the O button is depressed to place the RFP in the queue ready for transmission.
3. ORDR (Order) – The RFP status will changed from ORDP to ORDR when received back from EXDOC, or ERR (in error), if EXDOC detects an error. When returned as ORDR, AQIS allocates an RFP number, but if returned in ERR, no RFP number is allocated.
4. From ORDR status, the RFP can be resent as an Order by clicking on the O button, or progress to either INIT or FINL status, by clicking on the Q button, which will transmit the RFP at LODP (Lodgement Pending) status.
5. LODP - When progressing the RFP from an Order (ORDR) to a Lodgement (LODP) by clicking on the Q button, the following message pops up seeking confirmation of your actions:
6. Once an RFP or SEW has been sent as a Lodgement by clicking on the Q button and returned from EXDOC, you should not go backwards by clicking on the O button, which transmits the RFP as an Order. The following message will pop up provided your RFP has not been returned in error twice or more at Lodgement level:
7. The system only records the current and previous status, and if both are in error, in other words, the RFP has been received TWICE or more successive times in error, then the system is unaware that it may have been previously sent as Lodgement, and subsequently, will allow you to send the RFP as ORDP (Order Pending).
8. INIT (Initial RFP) – This status will appear on return from EXDOC after being sent as a Lodgement. Press F1 for the Help Menu on information concerning this status.
9. FINL (Final stage of RFP prior Validation) – This status will appear on return from EXDOC after being sent as a Lodgement. Press F1 for the Help Menu on information concerning this status .
10. ERR – EXDOC has located errors on the RFP with a prior state, i.e., NULL or ORDR. Check the EXDOC replies for the error(s).
11. ERRS - EXDOC has located errors on the RFP with a prior state, i.e., INIT or FINL. Check the EXDOC replies for the error(s).
12. ERRI - EXDOC has located errors on the RFP with a prior state, i.e., INSP. Check the EXDOC replies for the error(s).
13. INSP – RFP has been validated, but not enough detail to print a health document.
14. HCRD – Health document is ready to print and may require the print indicator to be set to A for automatic, if the combination of the product type and destination requires a health document.
15. COMP – The health document has been printed, or the print file sent to the nominated location.