Catch Certificate
Creation
Note
To create a catch certificate, you need to have an operator role with the activity "fishing importer" or "RFC".
On the TRACES NT home page, in the upper-left menu, click on "Documents" and select "Catch Certificate".
Click on the green button located on the top-right of the window entitled “+ Create new Catch Certificate” and then “Create new Catch Certificate EU IUU Regulation (EC) No 1005/2008”.
Note
If you have a catch certificate with the template according to the amended Annex II of the IUU Regulation, select the option “Create new Catch Certificate”.
Select commodities
For the catch certificate, the commodity codes follow the Harmonized System (HS) developed by the World Customs Organization.
A pop-up window is shown, requesting you to select the commodities. You can either enter part of a commodity name or number in the search field, or select it manually by searching the list of commodities. In order to select it, you need to click the checkbox to the right of a commodity;
Select one or more commodities codes;
Click on “Done” when you finished selecting the commodity (ies).
Note
At least one code must be selected.
The electronic version of the "European Community Catch Certificate" creation page is displayed, providing you the following information tabs:
Details of Catch - where you need to enter the details of the certificate itself.
Transport details – where you need to enter the details of box – 10.
History icon – where you can see all previous status of this certificate.
Current status - this field allows you to view the current status of your certificate, at all times. Hold the mouse over the status to have additional information about the actions that need to be taken next.
Note
All the boxes marked with a red asterisk are mandatory.
Tip
For the system to recognize you as an importer/RFC and launch the “Importer workflow”, you need next to fill in box – 1 and box – 8 and then save the document by clicking the “Save as Draft” button.
Completion
Box – 1: Validating authority
The purpose of this box is to select the validating authority that is controlling the activities of the fishing vessel (i.e. the flag State of the fishing vessel).
In the Name field, start typing the name of the validating authority and all corresponding results appear;
Alternatively use the Advanced button to search, clicking on Advanced Search. Select the country where the authority's address is located and its role (CCA or RCA). Then click Search.
Select the validating authority by clicking on Select.
The information is automatically completed (country, ISO Code, CCA, Address, UN/LOCODE).
Click on Clear all the information, if needed.
Note
If the country you wish to insert does not appear in the list, it means that the flag State is not a notified country or is identified/listed as non-cooperating country.
Box – 8: Exporter
Complete with the information of the exporter.
In the Name field, start typing the name of the exporter and all corresponding results appear;
Alternatively, use the Advanced button, select the Country where the exporter´s address is located, type the name and click Search.
Select the exporter and click on Select.
The information is automatically completed (country, ISO Code, Activity Type, Activity ID and Address).
If your operator is not on the list, click on Create a new Operator [Activity details: section Fishing (All countries) - CATCH fishery products (CFFP), Activity Exporter].
You can also click on the star and choose between your “Favourites” (if you have already selected them).
Click on Clear all the information, if needed.
Tip
Save your information as “Favourites”. This action greatly speeds up the submission process.
To do that:
a. you need to run an advanced search,
b. find your operator
c. tick the star on the left of the operator’s name.
The star will turn yellow and you can start using it as a “Favourite”.
Next steps
Click on the button Save as Draft, in the lower right corner.
The current status is DRAFT. This means the certificate is saved and you can still edit it at a later moment.
The information “Created by importer” next to the reference highlights the workflow taken.
Section “Local Reference Number”
Note
Death spaces or lowercase letters are not accepted.
Type directly the “Document number” present in the original catch certificate.
Click on Validate reference button.
A message appears “Success: Local reference is valid”.
Local Reference Number is taken
If the reference was already introduced in the system, you will have the error message “Local reference number is taken”. This error prevents the reintroduction of the same certificate into the system, avoiding double copies.
To have access to that certificate and select it inside an importer declaration or a processing statement, you have two options:
Go back to the search page. Then select the correct option between “Launch Importer Declaration” and “Create new Processing Statement” (from catch certificate). Complete the requested data and the certificate will appear linked to the previously selected option. You will be asked to provide details of the catch certificate and to attach the original catch certificate in the section “Supporting documents”.
Inside an importer declaration or a processing statement, in the section “Add additional certificates”, click on the + More button and complete the requested data. The certificate will appear linked to your declaration or statement. You will be asked to provide details of the catch certificate and to attach the original catch certificate in the section “Supporting documents”.
Box – 2: Fishing Vessel – Fishing License
This box is automatically partially completed (Country, Home port, National Regional Number, IMO Number, Call Sign, Inmarsat Number and Type of processing authorised on board) after selecting the “Fishing vessel” in box 3.
Select “Fishing license”.
Choose the required license from the list by clicking on the right button Select.
If you don´t find it, you can type the reference number in the search field and the result appears.
In case the required license needs to be extended in time, click on the small icon next to the “Select” button. Click on the small calendar to select a new expiration date and then Update.
If your license is not on the list, click on Create New Fishing License.
Use buttons Clear (garbage) or Change (pencil) to remove or change licenses included in your certificate, if needed.
Box – 3: Description of products
The purpose of this box is to complete, for each commodity, the mandatory sections “Species”, “Fishing Vessel”, “Catch Area”, “From date”, ”Final date”, ”Estimated weight to be landed” and/or “Estimated live weight”.
Use buttons + Add commodity or Modify commodities to add or change commodities included in your certificate.
You have the option of using the buttons Remove, Clear rows or + Add row to alter each of the commodities included in the certificate.
Remove will delete the selected commodity from the list (if there is more than one).
Clear rows will delete all the details and information provided within the selected commodity.
+ Add row will add 1 (one) row to the selected commodity. If you click the arrow on the right, you have the option of adding 5, 10, 50 or 100 rows.
Each row can also be independently removed by clicking minus button ( - ) on the right.
Species
Select “Species”.
The possible species corresponding to the selected commodity appears below. You can either select it manually from the drop-down list or enter the name of the species or the FAO code in the search field.
Choose the correct option.
To select more than one species (within the same code) you need to click on + Add row or the “2 sheets” small button at the right side of the row.
Fishing Vessel
Note
Only vessels flying the flag of the validating authority can be selected.
Note
If the country you wish to insert does not appear in the list, it means that the flag State is not a notified country or is identified/listed as non-cooperating country.
Select “Fishing Vessel”.
In the “Country” field, select the flag State of the fishing vessel.
In the “Name” field, you can type the name of the fishing vessel.
In the “Type” field, you can choose between fishing vessel, freezing vessel and factory vessel.
Click Search. All corresponding results appear.
Choose from the list by clicking on the right button Select.
You can check the details of the vessel by clicking on its name. In case the data is outdated, you can modify it and click Save.
You can also click on the star and choose between your “Favourites” (if you have already selected them).
If your vessel is not on the list, click on Create a new Fishing Vessel (valid only for fishing type vessel).
Use buttons Clear (garbage) or Change (pencil) to remove or change vessels included in your certificate, if needed.
Catch Area
Select “Catch Area”.
Select one country and click Search or just click Search.
Choose from the list by clicking on the right button Select.
You can also click on the star and choose between your “Favourites” (if you have already selected them).
To select more than one “Catch Area”, you need to click the “+” button.
Use buttons Clear (garbage) or Change (pencil) to remove or change catch areas included in your certificate, if needed.
High Seas of Catch Area and Exclusive Economic Zone
Where appropriate, complete these sections.
After choosing each “Catch Area”, you will be able to select the correspondent High Seas and to pick one (or more) coastal State(s).
Each selection can be independently removed by clicking minus button ( - ) on the right or selecting the “No selection” option.
From Date and Final Date
Click on the small calendar icon and select the capture dates.
Estimated landed weight, Estimated live weight and Verified weight landed
Complete “Estimated weight to be landed” and/or “Estimated live weight”.
Where appropriate, complete also “Verified weight landed”.
Box – 4: References of applicable conservation and management measures
This box is a mandatory free-text box, meaning you can directly type any textual information.
Type the conservation and management measures associated with the species for which the catch certificate was issued, present in the original catch certificate.
Box – 5: Master of fishing vessel
The purpose of this mandatory section is to provide the name of the master(s) of the fishing vessel and to confirm the presence of signature and seal on the original catch certificate.
Click Select.
In the “Country” field, select the flag State of the fishing vessel.
In the “Name” field, you can type the name of the master.
Click Search. All corresponding results appear.
Choose from the list by clicking on the right button Select.
You can also click on the star and choose between your “Favourites” (if you have already selected them).
If your master is not on the list, complete the box with the name of the master present in the original catch certificate.
If the name of the master is illegible, tick the box “Name of the master is illegible”. The name will be blocked with that information.
Tick the box “Signature and Seal present” only if both are present in the original catch certificate.
Box – 6: Declaration of transhipment at sea
Note
This box should be completed only if applicable.
Click the button Transhipment in box – 3.
Choose “+ Add transhipment at sea” for the pre-selected commodity.
A row “Bundle” appears in the corresponding box. To directly see it click on the shortcut button “↓ Sea transhipments”.
You can add as much as you want by clicking again on “+ Add transhipment at sea”.
Each “Bundle” can be independently removed by clicking minus button ( - ) on the right.
Master of fishing vessel, signature date and signature
The name of the master of fishing vessel is automatically completed after selecting it in box – 5.
Click on the small calendar icon and select the signature date of the master of fishing vessel, present in the original catch certificate.
Tick the box “Signature is present”, only if that information is present in the original certificate.
Estimated weight, transhipment date and transhipment position
Complete these mandatory sections.
After entering the transhipment position, you can click on the blue button “Show on map” to see the exact place where the transhipment took place.
Master of receiving vessel, signature and receiving vessel
To complete the “Master of receiving vessel”, follow the steps explained for box – 5 (Master of fishing vessel).
Tick the box “Signature is present”, only if that information is present in the original certificate.
To complete the “Receiving vessel”, follow the steps explained for box – 3 (Fishing vessel).
Box – 7: Transhipment authorisation within a port area
Note
This box should be completed only if applicable.
Click the button Transhipment in box – 3.
Choose “+ Add transhipment at port” for the pre-selected commodity.
A row “Bundle” appears in the corresponding box. To directly see it click on the shortcut button “↓ Port transhipments”.
You can add as much as you want by clicking again on “+ Add transhipment at port”. Each “Bundle” can be independently removed by clicking minus button ( - ) on the right.
Authority
Click Search port authority.
Type the name of the authority and click Search. All corresponding results appear.
Alternatively, use the Advanced button to search, clicking on Advanced Search and choosing the Country where the authority's address is located. Then click Search.
Select the port authority by clicking on Select.
If the authority is not on the list, complete the free-text box with the name present in the original catch certificate.
Port of landing and date of landing
Type the name of the port present in the original catch certificate.
Click on the small calendar icon and select the date of landing present in the original catch certificate.
Name and Signature
Type the name of the person who signed in original catch certificate.
If the name is illegible, tick the box “Name of the signing authority is illegible”. The name will be blocked with that information.
Tick the box “Signature and Seal present” only if both are present in the original catch certificate.
Box – 8: Exporter
Complete with the date of signature of the exporter.
Click on the small icon with the calendar and select the date of the exporter´s signature, in conformity with the original catch certificate.
Tick the box “Signature and Seal present” only if both are present in the original catch certificate.
Section “Supporting documents”
The purpose of this mandatory section is to provide details of the catch certificate and to attach the original catch certificate.
Click on the button Add Accompanying Document.
Choose the type of document from the corresponding drop-down list and enter all relevant details.
For the option “Catch certificate paper version”, detail “Number” refers to the Document number, “Date” refers to the validating authority signature date and “Country” refers to the flag State of the fishing vessel.
Once you have finished entering the details, you need to upload the file by clicking the “Select file(s)” button and performing a local search for it on your device/computer.
Wait for the correct upload of the file.
Click on Apply.
To add more than one document, repeat the procedure and see the documents attached with a “Documents” clip.
Order multiple documents by dragging the items with the double sense arrow on the left.
It is possible to use buttons Remove or Edit. “Remove” will delete the selected document and “Edit” will allow you to change the previous information.
Box – 9: Flag State authority validation
The purpose of this mandatory box is to provide the validation data from the Flag State Authority in accordance with the original catch certificate.
Click on the small icon with the calendar and select the date of the validating authority signature, in conformity with the original catch certificate.
Type the name of the person who signed the original catch certificate.
If the name is illegible, tick the box “Name of the signing person is illegible”. The name will be blocked with that information.
Box – 10: Transport details
The purpose of this mandatory box is to provide detailed transport information, in order to guarantee complete traceability of fishery products for import.
Tip
To access this box use the shortcut tool (small arrow at the right side of the screen) and click on the option “Transport details”. Alternatively scroll up until the top and click on the tab “Transport details”.
Tip
If products are directly transported by sea to the EU by the fishing or receiving vessel, tick the button “Direct landing”. Section 1 of the “Transport details” will be automatically completed.
Section “Country of exportation”
Select the country of exportation.
Section “Port/airport/other place of departure”
Complete with the name of the place of departure present in the original catch certificate.
Section “Means of transport”
Select the button Add Means of Transport.
Select the correct one (Rail, Road vehicle, Airplane, Ship).
Start typing the information of the selected transport and all corresponding results appear.
Alternatively, use the Advanced button, select the Country and click Search.
If your transport is not on the list, complete the respective information and then click on + Create.
You can add as much as you want by clicking again on Add Means of Transport.
Use the double arrow at left to order the items.
It is possible to use the buttons Remove and Clear to alter each of the Means of transport. “Clear” will delete all the details and information provided with the selected transport. “Remove” will delete the selected transport from the list (if there is more than one).
Section “Container No/Seal No”
Note
This section should be completed only if applicable.
Enter the container number following the proper format.
Enter the seal number and state if it is the official seal.
Each row can be independently removed by clicking minus button ( - ) on the right.
Next steps
Click on the button Save as Draft, in the lower right corner.
The current status is DRAFT. This means the certificate is saved and you can still edit it at a later moment.
Note
If you didn´t save as draft earlier, you will now need to complete the missing information (Local Reference Number, catch net weight, master signature, exporter signature date, supporting documents and Validating authority signature date).
You have the option of clicking on More at the bottom of the page, in order to:
Delete: this allows you to delete the existing draft.
Copy as new: this allows you to quickly create a new catch certificate based on the previous one. This action greatly speeds up the submission process. The original catch certificate is not altered by this action.
Validation
Click on the button Finish Document, in the lower right corner.
Note
If you filled in any of the boxes incorrectly, an “Error” message will appear.
Click on the expand sign on the right-hand side of the error message to read the message in more detail.
When you click on each of the messages you will be redirected to the box and field, which requires modification.
SUCCESS: your catch certificate has been validated in CATCH.
The current status is VALID.
A new serial number of the catch certificate appears with the initials CATCH.CC followed by the 2-letter country code of the exporter.
The information “Created by importer” next to the reference highlights the workflow taken.
The information “EU IUU Regulation (EC) No 1005/2008 below the reference highlights the template used.
More options
You have the option of clicking on More at the bottom of the page, in order to:
Replace: this allows you to correct a pre-validated catch certificate, whilst cancelling the original one (by changing some details).
There is a link between both certificates.
Copy as new: this allows you to quickly create a new catch certificate based on the previous one. This action greatly speeds up the submission process. The original catch certificate is not altered by this action.
You can preview the certificate in PDF format and print from the PDF viewer, if required.
Click on the button Preview PDF. The PDF is displayed.
Click on the button with the three dots (…) next to the Preview PDF, to open the language selection and print the PDF in several languages at the same time.
