Steps for the creation of a simplified catch certificate
Step 1: As exporter, create a simplified catch certificate
Note
To create a simplified catch certificate, you need to have an operator role with activity fishing exporter.
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On the TRACES NT home page, in the upper-left menu, click on Documents and then CATCH.
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Click on the green button located on the top-right hand side of the window entitled “+ Catch Certificate” and then Create new Simplified Certificate.
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Select commodities
For the simplified catch certificate, the commodity codes follow the Harmonized System (HS) developed by the World Customs Organization.
A pop-up window is shown requesting to select the commodities. You can provide the nomenclature code, section or species in the “search” field or search it manually by clicking on the “+” button on the left side of the codes.
Click on Search.
Select the relevant commodity code by clicking the checkbox to the right of a commodity. You can select one or more commodity codes.
Click on Done.
Note
At least one commodity code must be selected.
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The electronic version of the "European Union Catch Certificate" creation page is displayed, providing the following information:
Details of the catch certificate – where you need to enter the details of the certificate itself.
List of vessels – where you need to enter the list of small fishing vessels where catches stem from.
Transport details – where you need to enter the details of box 6.
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.
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Save the certificate as Draft
For the system to recognize you as an exporter and launch the Exporter workflow, you need to fill in Section “Validating Authority” and Box 4 and then save the document as Draft.
Note
All the boxes marked with a red * are mandatory.
Tip
Use the shortcut tool on the right-hand side of the certificate to navigate easily between the boxes.
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Section: Validating authority
The purpose of this section is to select the validating authority that is controlling the activities of the fishing vessels (i.e., the flag State of the fishing vessel).
To complete this section, it is possible to:
In the Name field, start typing the name of the validating authority and select it from the drop-down list that appears. If you select the country first, you can narrow the results in the list.
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Click on the Advanced button and run an “Advanced search” adding filters to narrow the search. Selecting the country of the authority is mandatory.
Then click on Search and select the relevant authority from the drop-down list by clicking on Select.
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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.
Once the correct option is selected, the “Name”, “Country” and other details (click on the three dots to see them) of the validating authority are automatically completed.
You can click on Clear to remove the authority included in your certificate, if needed.
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Box 4: Exporter
Complete with your information.
To complete this box, it is possible to:
In the Name field, start typing the name of the operator and select it from the drop-down list that appears. If you select the country first, you can narrow the results in the list.
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Click on the Advanced button and run an advanced search (by clicking the small “+ button”), adding filters to narrow the search. Selecting the country of the operator is mandatory.
Then click on Search and select the relevant operator from the drop-down list by clicking on Select.
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Select an operator that was formerly saved as favorite by clicking on the “star” button.
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Tip
Save your information as “Favorite”. This action speeds up the submission process.
To do that:
1. you need to run an advanced search
2. find your operator
3. tick the star on the left of the operator’s name.
The star will turn yellow, and you can start using it as a “Favorite”.
Once the correct option is selected, the “Name”, “Country” and other details (click on the three dots and the small icon to see them) of the operator are automatically completed.
You can click on Clear to remove the operator included in your certificate, if needed.
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Next step
Click on the button Save as Draft, in the lower right corner.
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The status is DRAFT. This means the certificate is saved and you can still edit it at a later moment.
A draft serial number is automatically assigned to the certificate.
Complete the simplified catch certificate
Section: Document Number
This section is to be filled in by the validating authority.
Box 1: Description of products
This box is automatically completed after selecting the commodity (ies).
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Box 2: References to applicable conservation and management measures
This box is a mandatory free text box, which means you must type in the conservation and management measures associated with the species for which the certificate is going to be issued.
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Box 3: List of vessels that have provided catches and the quantities by each vessel (name, registration number, etc. annexed)
By clicking on “List of Vessels” you are redirected to the “List of vessels” tab.
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Box 4: Exporter
The signature date is automatically completed once the certificate is submitted for validation.
Section: Supporting documents
In this non-mandatory section, you can provide the identifying data and attach possible required documents by the flag State.
To complete this section:
Click on the button Add Accompanying Document and select the type of document from the corresponding drop-down list. Enter all relevant information such as “Number” and “Country”.
You can upload files by clicking on 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 other types of accompanying documents, repeat the procedure and select the relevant type of document.
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Once the supporting document is added to the certificate, you can see the attached documents by clicking on the “clip” on the left-hand side of the screen. Click on it again to minimize the information.
Use buttons Remove or Edit to remove the document added to your certificate or to change the information previously entered, if needed.
In case there are several accompanying documents you can order them by dragging and dropping the items with the double sense arrows on the left.
Box 5: Flag State authority validation
This section is to be filled in by the validating authority.
The validating authority can share comments with you via the comments box.
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Complete the list of vessels
List of Vessels tab
The purpose of this tab is to complete the list of small fishing vessels where catches stem from, as well as species and quantities caught per vessel.
Tip
To access this tab, use the shortcut tool (at the right-hand side of the screen) and click on the option “List of vessels”. Alternatively, click on the link in box 3 or scroll until the top of the page and click on the tab “List of vessels”.
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In this box, it is possible to:
Use buttons + Add commodity or Modify commodities to add or change product codes included in the certificate.
Use button Remove to delete the selected product code from the list (if there is more than one).
Use button Clear rows to delete all rows (fishing trips) related to the selected product code.
Use button + Add row to add 1 row (fishing trip) related to the selected product code. You can add 5, 10, 50 or 100 rows at once by clicking on the arrow.
Use the small icons on the right side of the row (fishing trip) to delete, edit or copy independently the selected row.
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Product code
The product code is automatically completed after selecting the commodity (ies). Clicking on the small information icon will open a pop-up message with the full product code description.
Click on Close to close the pop-up message.
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Species
To complete this section:
Click on the white rectangle.
Select the relevant species from the corresponding drop-down list.
Alternatively, to find the required species you can type the scientific name of the species or the FAO code.
Note
Only species with the alpha 3 code (FAO code) are available for selection.
Only one species can be selected at a time in a row (fishing trip).
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Tip
To select more than one species (within the same code), click on + Add row button in the product code line or click on the small “2 sheets” icon, displayed on the right side of the row and select the other species.
The small “2 sheets” icon allows you to copy all the information entered in the row (fishing trip) into a new one.
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Fishing Vessel
Note
Only vessels flying the flag of the validating authority and with the label “small vessel” must be selected.
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.
To complete this section, it is possible to:
Click on Select and run an advanced search, adding filters in the name field to narrow the search (e.g. name, national registration number, IMO number).
Selecting the country of the flag State of the fishing vessel is mandatory. Then click on Search and select the relevant fishing vessel from the drop-down list by clicking on Select.
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Select a fishing vessel that was formerly saved as favorite by clicking on the “star” button.
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To save your “Favorites”, run an advanced search, find the correct option and tick the star at the left side of the fishing vessel name. This will register this vessel as your favorite.
If the fishing vessel is not on the list (not present in the system), you can create a new one:
Click on + Create a new Fishing Vessel.
Complete the data (the mandatory data is marked with a red asterisk).
Tick the box “Not available” in case you don´t have access to the mandatory data.
Click on Save and Select.
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Note
The “+ Create a new fishing vessel” button will only appear once you did an advanced search in order to avoid as much as possible duplicates in the system.
Once the correct option is selected, the name, flag State and status of the fishing vessel are automatically completed. You can check all details of the vessel by clicking on its name. In case the data is outdated, you can modify it and click on Save.
You can use buttons Clear (garbage) or Change (pencil) to remove or change vessels included in the certificate, if needed.
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Quantity
Complete the quantity of the pre-selected species captured by each vessel.
Section: Fishing Vessels
This section is automatically completed after selecting the fishing vessel(s) in the previous section.
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Note
You can complete the transport details before or after the submission to the validating authority.
More options
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 simplified catch certificate based on a previous one. This action speeds up the submission process. The original certificate is not altered by this action.
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Step 2: Submit certificate for validation
Submit the simplified catch certificate for validation
Click on the on the button Submit for Validation, in the lower right corner.
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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.
Click on the X to minimize the message box.
SUCCESS: your catch certificate has been submitted for validation to the validating authority.
The status is VALIDATING AUTHORITY NOTIFIED.
A new serial number of the catch certificate appears with the initials CATCH.SC followed by the 2-letter country code of the exporter.
The validating authority must now take a decision on the exportation.
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More options
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 simplified catch certificate. The submission is considered to have been “withdrawn”.
Copy as new: this allows you to quickly create a new simplified catch certificate based on a previous one. This action speeds up the submission process. The original certificate is not altered by this action.
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You can preview the declaration 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.
Step 3: As validating authority, validate certificate
Note
To validate simplified catch certificates, you need to have an authority role with validating authority domain.
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Notifications
After the submission of the catch certificate for validation, you will receive a notification via e-mail or In-App.
To activate the notifications, you need to:
Click on your email address that is displayed at the top right corner of the TRACES NT home page.
Select Edit your profile.
In Notification Subscriptions, set up set your notification preferences on the topic “CATCH certificates”.
Also, set up set your notification preferences in Notification Options.
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Find the simplified catch certificate submitted for validation
In CATCH, the simplified catch certificate has the initials CATCH.SC followed by the 2-letter country code of the exporter.
The simplified catch certificates submitted for validation have the status VALIDATING AUTHORITY NOTIFIED.
You must now take a decision on the exportation.
To access the simplified catch certificate that you need to validate, it is possible to:
Click on Notifications option on the top right corner of the TRACES NT home page. Selecting one of the relevant displayed notifications (CATCH.CC.XX created) provides a direct link to the catch certificate.
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Click on Notifications option on the top right corner of the TRACES NT home page and then on Open Notifications. The system allows to run an advance search adding filters (event type, date range, include read) to narrow the search.
Selecting one of the relevant displayed notifications (CATCH.CC.XX created) provides a direct link to the catch certificate.
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On the TRACES NT home page, check "My pending certificates” list. The system provides a small list with pending certificates.
You can click on See more to access the full list.
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On the TRACES NT home page, in the upper-left menu, click on Dashboards and then My pending certificates. The system provides the full list with the pending certificates. Add filters to narrow the list results.
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On the TRACES NT home page, in the upper-left menu, click on Documents and then CATCH. Run an advanced search, adding the filter “Certificate status: Validating authority notified” to narrow the search.
Then click on Search and select the relevant catch certificate from the drop-down list.
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Regardless of the approach chosen, select the certificate you want to validate and click on its reference number.
The electronic version of the "European Union Catch Certificate" page is displayed, providing the following information:
Details of the catch certificate – where the details of the certificate were entered.
List of vessels – where the list of small fishing vessels where catches stem from were entered.
Transport details – where the details of box 6 were or will be entered by the exporter.
History icon – where you can see all previous statuses and actors involved in this certificate.
Status – this field allows you to view the current status of the certificate, at all times. Hold the mouse over the status to have additional information about the actions that need to be taken next.
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Tip
Use the shortcut tool on the right-hand side of the certificate to navigate easily between the boxes.
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Save the certificate as in progress
For the system to block the data submitted to you, without any further changes by the exporter, you need to save the certificate as in progress.
Click on the button Save as in progress.
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The status is IN PROGESS. This means you started working on that certificate.
You can save and share comments with your colleagues using the comments box in box 5.
Check the information submitted on the certificate
Section Document number
Note
Death spaces or lowercase letters are not accepted.
Complete with the national document number:
Type the document number of the respective simplified catch certificate.
Click on Validate reference.
A message appears “Success: Document number is valid”.
In case you don´t have one, the system can create one by clicking on the button “+ I don´t have a reference, generate one”.
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Important
“Document number is taken”
If the reference was already introduced in the system, an error message appears when validating the reference: “Document number is taken: this catch certificate or processing statement already exists in CATCH.” This error prevents the assignment of the same document number to different certificates.
Type a new document number.
Box 1: Description of products
This box presents the description of products included in the certificate, as well as the verified weight landed per product code and species.
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Box 2: References to applicable conservation and management measures
This box presents the conservation and management measures associated with the species for which the certificate is going to be issued.
Box 3: List of vessels that have provided catches and the quantities by each vessel (name, registration number, etc. annexed)
By clicking on “List of Vessels” you are redirected to the “List of vessels” tab.
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Box 4: Exporter
This box presents the exporter´s information and the date of submission for validation. To have more information about this operator:
Click on the “three dots” to get the minimum data.
Click on the name of the operator, in blue. The operator´s page opens.
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Section: Supporting documents
The purpose of this section is to present the identifying data and attached documents that must or can accompany the certificate, according to the specific requirements of the flag State.
Check the type of the document.
Click on the filename, in blue. The attached document opens.
Alternatively, click on the “Clip” at the left-hand side of the screen and then on the filename.
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List of Vessels tab
The purpose of this tab is to present the list of small fishing vessels where catches stem from, as well as species and quantities caught per vessel.
Tip
To access this tab, use the shortcut tool (at the right-hand side of the screen) and click on the option “List of vessels”. Alternatively, click on the link in box 3 or scroll until the top of the page and click on the tab “List of vessels”.
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Product code
Clicking on the small information icon will open a pop-up message with the full product code description. For the simplified catch certificate, the commodity codes follow the Harmonized System (HS) developed by the World Customs Organization.
Click on Close to close the pop-up message.
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Fishing Vessel
Note
You can’t validate a catch certificate with fishing vessels in status NEW. This status means the operator has created the vessel in the system for the first time or has modified one or more details of it.
To have more information about the fishing vessel:
Click on the name of the fishing vessel. The vessel manager page opens.
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Verify the data and edit it, if necessary.
In case the status is “New”, modify it to “Active”. Click on Save changes.
Return to the certificate and click on Save to see the modification done.
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Section: Fishing Vessels
This section presents the list of fishing vessels.
Box 6: Transport details
The submission by the exporter for validation can be done without the transport details completed.
Tip
To access this box, use the shortcut tool (at the right side of the screen) and click on the option “Transport details”. Alternatively scroll up until the top of the page and click on the tab “Transport details”.
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This box provides detailed transport information, in order to guarantee complete traceability of fishery products for export.
Section: Exporter signature
This box presents the exporter´s information and the date of signature of the transport details.
Section: Means of transport
If you need more information about the transport:
Click on the name of the transport, in blue. The transport’s page opens.
Section: No containers usage declaration
This section is selected only if no containers were used in the transport of the fishery products.
Validate the simplified catch certificate
Box 5: Flag State authority validation
Enter the conclusion and state if the certificate is Validated or Not validated.
You can save and share comments with your colleagues or operator using the comments box.
Click on the button Sign declaration as [your competent authority] in the lower right corner.
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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.
Click on the X to minimize the message box.
SUCCESS: the simplified catch certificate has been rejected in CATCH – if you stated as Not validated.
The status is REJECTED.
Or
SUCCESS: the simplified catch certificate has been validated in CATCH – if you stated as validated.
The status is VALIDATING AUTHORITY SIGNED.
The exporter must now complete and sign the transport details, to get a valid simplified catch certificate.
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More options
You have the option of clicking on More at the bottom of the page, in order to:
Cancel: this allows you to cancel a simplified catch certificate in CATCH (only possible once the certificate gets the status VALID).
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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.
Step 4: As exporter, receive notification with the authority's decision and get a valid simplified catch certificate in CATCH
Notifications
After the validation or rejection of a simplified catch certificate, by the validating authority, you will receive a notification via e-mail or In-App.
To activate the notifications, you need to:
Click on your email address that is displayed at the top right corner of the TRACES NT home page.
Select Edit your profile.
In Notification Subscriptions, set up set your notification preferences on the topic “CATCH certificates”.
Also, set up set your notification preferences in Notification Options.
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Find the validated catch certificate
The simplified catch certificates validated by the validating authority have the status VALIDATING AUTHORITY SIGNED. You must now complete the transport details and sign.
To access the simplified catch certificate that you need to complete, it is possible to:
Click on Notifications option on the top right corner of the TRACES NT home page. Selecting one of the relevant displayed notifications (CATCH.SC.XX validated) provides a direct link to the simplified catch certificate.
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Click on Notifications option on the top right corner of the TRACES NT home page and then on Open Notifications. The system allows to run an advance search adding filters (event type, date range, include read) to narrow the search. Selecting one of the relevant displayed notifications (CATCH.SC.XX validated) provides a direct link to the simplified catch certificate.
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On the TRACES NT home page, in the upper-left menu, click on Documents and then “CATCH”. Run an advanced search, adding the filter “Certificate status: Validating authority signed” to narrow the search.
Then click on Search and select the relevant simplified catch certificate from the drop-down list.
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Regardless of the approach chosen, select the certificate you want to complete and click on its reference number.
Complete the “Transport details”
Box 6: Transport details
The purpose of this mandatory box is to provide detailed transport information, in order to guarantee complete traceability of fishery products for export.
Tip
To access this box, use the shortcut tool (at the right-hand side of the screen) and click on the option “Transport details”. Alternatively scroll up until the top of the page and click on the tab “Transport details”.
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Sign the “Transport details”
Section: Exporter signature
Click on the button Sign as [you].
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You will receive a pop-up message:
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If ok, click on the green button “Proceed”.
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.
Click on the X to minimize the message box.
SUCCESS: your simplified catch certificate is complete in CATCH.
The status is VALID.
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More options
You have the option of clicking on More at the bottom of the page, in order to:
Copy as new: this allows you to quickly create a new simplified catch certificate based on the previous one. This action speeds up the submission process. The original simplified catch certificate is not altered by this action.
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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.
Step 5: As exporter, add “next operator(s)”
Operators that are named as “next operators” can receive in App notifications and are entitled to use the simplified catch certificate in CATCH to, for e.g., create processing statements or launch importer declarations.
To add next operator(s):
Open the respective simplified catch certificate.
Go to the “Transport details” tab.
Section: Next operator(s)
To complete this box, it is possible to:
Click on Add next operator(s).
In the Name field, start typing the name of the operator and select it from the drop-down list that appears. If you select the country first, you can narrow the results in the list.
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Click on Add next operator(s).
Click on the Advanced button and run an advanced search (by clicking the small “+ button”), adding filters to narrow the search. Selecting the country of the operator is mandatory.
Then click on Search and select the relevant operator from the drop-down list by clicking on Select.
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Click on Add next operator(s).
Select an operator that was formerly saved as favorite by clicking on the “star” button.
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To save your “Favorites”, run an advanced search, find the correct option and tick the star at the left side of the operator’s name. This will register this operator as your favorite.
Once the correct option is selected, the “Name”, “Country” and other details (click on the three dots and the small icon to see them) of the operator are automatically completed.
You can click on Clear or Remove to delete the selected operator or to remove the addition of any operator, if needed.
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Next step
Click on the blue button Update next operators, in the lower right corner.
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You can update this section anytime, by repeating the explained procedure.