Base for Extract workflow

Once the certificate is verified by the Endorsing Authority, it can have the status "consignment verified", which means that is clearable and can be released in the market as organic or the status is "base for extract".

In this latter case, the consignment will be split into different batches by the importer or the Responsible for the load, if one has been appointed and indicated in the certificate.

To split the load into several consignments, please follow these steps:


Select the certificate you wish to manage, and click on its reference number.

The certificate opens, and the status is Base for Extract.


At the bottom of the window, click on Initiate Extract.


This creates an extract and information from some of the boxes of the underlying COI are copied into the extract.

The status of this Extract COI is New.

You can modify some fields, such as box 4, the operator that splits the original consignment into batches and box 9, the country of clearance.

In box 11, please indicate the consignee of the consignment.

In box 12., description of the products, indicate the package count and net weight of the load that is going to be extracted with this certificate.

To help you identify, which part you are extracting, the Lot number from the original COI is indicated. Additionally, if you hold the mouse over the net weight box, an information box appears, that indicates, how much of the original consignment is still available to be extracted:


To finalise, click on Submit for Endorsement as [your role].

Note: From this point, Extract follows the same workflow as a COI, which is not split into batches:
The Endorsing Authority of the country of destination signs the Extract COI in box 13.
It is then submitted to the Consignee.
When the consignee signs the certificate in box 14, the workflow is ended and the Extract COI is completed.

 

A base for Extract can now be marked as "Depleted" by a user registered for the BCP in box 9 or a CCA user from the country of entry. This can be used to manage the case where an organic shipment arrives and a part of the consignment has been lost during transport (fruit perishing, wine bottles broken, ...) or where parts of the shipment will never enter the EU.

When the authority user opens a COI that has been signed as Base for Extract, a button marked Mark as depleted is now available at the bottom of the page:

When the user clicks on the button, a message appears. Clicking on Proceed marks the Base for Extract as "depleted" and no further Extract COI can be retrieved from it.

Clicking on Return to certificate cancels the process and the COI will stay open for further Extract certificates:

The COI, where the depletion was confirmed on the message above will now be marked as Depleted:

When the importer now logs in, he can still search for his COI. The status is indicated as Depleted:

The Preview PDF function is still available in a depleted COI, but the button to initiate a new Extract no longer exists:

Note: Extracts that have already been created from this Base before it was depleted can still be processed.