GUIDELINES ON HOW TO USE TRACES FOR CED's 1

Form – CV 16
GUIDELINES ON HOW TO USE TRACES FOR
CED's
1st Screen: Login into the TRACES
TRACES website URL: https://webgate.ec.europa.eu/sanco/traces/
1.1. If you are not registered in the TRACES system, please refer to the
“LPHA Guidelines to register for TRACES”
1.2. If you are already registered, enter your e-mail and password to login
If you get repeated password errors:
• Try clicking on “Request a new password”. You would get an e-mail
from TRACES with a new password which you will need to change the
first time you login
• If “Request a new password” does not work, please contact the DPE
that validated your company (that would be the DPE which appears as
default on box 2 of new CED's) or the TRACES helpline
(+3222976350) to have your account reactivated
2nd Screen: Welcome/Home TRACES page
2.1. On the left hand side menu, click on Common Entry Document (CED)
2.2. To create a new CED from scratch click on New at the bottom
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Date: 21.02.13
Form – CV 16
3rd Screen: Details of Consignment Presented: Select
Commodity Code
3.1. Select the appropriate CN code from the list, you should use the full CN
Code (6 or 8 digits). If you know the CN code, enter it in the field
“Nomenclature Code:” and click Assign. You can narrow the list of CN
Codes by entering the beginning of the code and selecting Search or by
selecting the type of product on the Model dropdown menu.
3.2. You can view the CN Codes selected by going to the Commodity Tab at
the top of the page.
4th Screen: CED Consignment - References
4.1. Box 2: “Local reference Number” Leave it blank, it will be completed by
DPE.
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Form – CV 16
4.2. Box 2: “Designated Point of Entry” It will show the DPE that your
company is assigned to. If you want to submit the CED to a different
DPE click Select
Enter the Country, the Name of the DPE and click Search. Then click
on Select by the correct DPE which appear on the Search Result
4.3. Box 4: “Person responsible for load” It will show your company.
If this is incorrect or you are completing the CED on behalf of another
company click Select
Select the Country and complete some of the boxes that appear on the
screen (Name, Address, Postal Code) and then click Search. To
narrow the search, enter information in several fields.
Then click on Select by the correct Company which appear on the
Search Result (Please make sure that both the name and address of
the company you are selecting are correct)
Search Tips:
- you must specify at least three characters for the name or
approval number
If the company does not appear on the Search Result you need to enter
it in the system. Click on New and follow instructions on points 13 to 21
of LPHA Guidelines to register for TRACES
4.4. Box 10: “Documents” Enter the Document reference number and its
date of issue. Leave these fields blank if the consignment is not
accompanied by documents from the third country
At any stage you can save the CED as a DRAFT by clicking “Save as Draft”
and come back later to complete it
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Form – CV 16
5th Screen: CED Consignment (Traders)
5.1. Box 1: “Consignor” Go to “Select” and follow instructions as per Box 4
above (Please make sure that both the name and address of the
company you are selecting are correct and match those on the
accompanying certificate/ documents)
Only companies in a third country can be entered on box 1
5.2. Box 3: “Consignee” Go to “Select” and follow instructions as per Box 4
above (Please make sure that both the name and address of the
company you are selecting are correct and match those on the
accompanying certificate/ documents)
5.3. Box 5: “Importer” The system completes this box with the same
company entered on box 3. If the importer is a different company than
that named as consignee on the certificate/documents, go to “Select”
and follow instructions as per Box 4 above (Please make sure that both
the name and address of the company you are selecting are correct and
match those on the accompanying certificate/ documents)
5.4. Box 8: “Place of destination” The system completes this box with the
same company entered on box 3 if that company in TRACES appears as
“Type: Establishment”. If no company appears on box 8 or the delivery
address is a different company, go to “Select” and follow instructions as
per Box 4 above (Please make sure that both the name and address of
the company you are selecting are correct)
If the companies do not appear on the Search Result you need to enter it in
the system. Click on New and follow instructions on points 13 to 21 of LPHA
Guidelines to register for TRACES
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Form – CV 16
5.5. Box 11: “Means of transport”. Select Type from the dropdown menu.
Enter the name on the ship on Identification, and the Bill of Lading on
Document
5.6. Box 9: “Estimated arrival at BIP” Enter date and time of ETA
5.7. Box 16: “Seal Number and Container Number” Enter Seal and
container number. To enter additional containers, select Add
6th Screen: CED Consignment (Commodity)
6.1. Box 12: “Description of Commodity”
• TRACES already has the information for “Product Description” and
“Commodity Code”. These can be changed by clicking Reset to
choose a different CN Code or Select to choose a different species.
Note - TRACES allows you to enter additional Commodity Codes but
CED's are required "per Commodity/ consignment". (Do not use this
feature unless otherwise instructed by the DPE)
• Enter “Gross" and "Net Weights” in all appropriate boxes. TRACES
follows the continental system → For thousands, it uses “.” instead of
“,” and for decimals, it uses “,” instead of “.”
If not sure, ROUND to the nearest whole number (if ≥ 0.5 round up
i.e. 5.5 = 6; if < 0.5 round down i.e. 5.4 = 5)
• Enter the Total Number of Packages
• Tick on the appropriate box to select the temperature of the product
• In the Description of commodity (Box 12) enter the Net Weight(s)
and the Number of packages, the system will update the Total Net
Weight. Select the Type of packages from the dropdown menu.
If the type of package is not on that list, select “Package”. Whenever
possible, avoid selecting “Pallet”
• Enter the Number of packages of the consignment
6.2. Box 18: "Commodity intended for" Enter the intended use of the
consignment e.g. "Human Consumption"
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Form – CV 16
6.3. Box 5: “Country of Origin” Enter the country where the product was
manufactured.
6.4. Box 6: “Country from where consigned” The system enters the same
country as per box 6. If the consignment was shipped from a different
country, enter it here
7th Screen: CED Consignment (Purpose)
7.1. Box 22: “For Import” Select when the consignment is presented for
import into the EU (most cases).
7.2. Box 20: “For transfer to” Use this option when consignment is intended
for transfer to another DPE. Use Select to search for details of DPE and
select from list.
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Form – CV 16
8th Screen: CED Consignment (Transport)
8.1. This screen only needs to be completed for consignment that do not
conform to EU requirements and are destined for a third country by
movement across the EU territory (Box 24: “For Transit to 3rd Country”)
Submit for Certification
Once you have finished inserting all the information, double check that all the
details are correct and then select “Submit for Certification”.
The system will alert of any problems (i.e. missing required information).
These problems need to be resolved before you are prompted to sign the
declaration on box 25. Enter your password to proceed.
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Form – CV 16
Copy as New
TRACES also has the facility of creating a new CED by copying the details
from a previous CED which is already in the system.
This is useful when completing CED's with similar information (i.e. same
product/CN Code, same country of origin/exporter/establishment of origin,
same importer, etc.)
•
On the left hand side menu at the Welcome page, click on Common
Entry Document (CED)
•
Complete some of the boxes on the screen you have been presented
(i.e. Commodity, Country of origin, Consignor, Consignee, etc.
•
Click on Search
•
Select “Copy as new” on one of the CED's that appear on the Search
Result
•
Go through the different screens to checks that the information is correct
and amend those details that will be different (i.e. document reference,
quantities, etc.).
•
Double check that all the details are correct before submitting the CED
for certification
More information and help about TRACES can be found online at:
http://www.traces-cbt.net/en/onlinehelp/Traces/contents.htm
If you experience problems and wish to speak to someone, please contact the
appropriate DPE Office.
Tilbury
01375 842663
Thamesport 01634 271740
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Date: 21.02.13