TRACES · 2019. 11. 21. · TRACES implements various security features for application access, official document validation and communication privacy, through the encryption of secure

Health and Consumers

TRACESTRAde Control and Expert System

User ManualOfficial documents

to the EU Part II

Intended for... Competent authorities

(EU/EFTA LVU/OPV)

Certification of...I. INTRA

IntraTrade Animal Health Certificates II. EXPORT

Export Health CertificatesIII. DOCOM

Commercial Documents

TRAde Control and Expert System(TRACES)

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I. Table of conTenTs

I. Introduction ............................................................................................... 4I.1. Scopeofthe‘OfficialTradedocuments’usermanual-PartII............................................4I.2. Abbreviationsanddefinitions ............................................................................................5I.3. Working languages ............................................................................................................5I.4. TRACES release versions ...................................................................................................6I.5. Access ..............................................................................................................................7

I.5.1. Data access and protection .................................................................................7I.5.2. Security Alert ......................................................................................................7I.5.3. Environments ......................................................................................................8I.5.4. Account registration ............................................................................................9I.5.5. Logging in and out ............................................................................................ 12

I.5.5.1. Log In ........................................................................................................ 12

I.5.5.2. Log out ...................................................................................................... 12

I.5.5.3. Login issues ................................................................................................ 13

I.5.6. Customising the TRACES menus ........................................................................ 13I.5.7. TRACES news updates ....................................................................................... 14

I.5.7.1. Welcome page ............................................................................................. 14

I.5.7.2. Newsletter .................................................................................................. 14

II. ‘Veterinary Documents’ menu ...................................................................15II.1. Introduction .................................................................................................................... 15

II.1.1. Certificationworkflow ........................................................................................ 15II.2. Searchforanofficialtradedocument .............................................................................. 17

II.2.1. Workarounds and limitations ............................................................................. 18II.3. Obtaina‘HelpToDecision’(HTD):BasisLegislation ........................................................ 19

II.3.1. Basislegislation ............................................................................................... 19II.4. CertifyPartII(Decision) ................................................................................................. 20

II.4.1. Submission options ........................................................................................... 21II.4.2. Signature .......................................................................................................... 23

II.5. SubmitPartIII(Control) ................................................................................................. 24II.5.1. ... of an INTRA/DOCOM ..................................................................................... 24

II.5.1.1. ‘Current Control’ tab ...................................................................................... 25

II.5.1.2. ‘Checks’ tab ................................................................................................. 26

II.5.1.3. ‘Laboratory tests’ tab ..................................................................................... 30

II.5.1.4. ‘Infringements’ tab ........................................................................................ 33

II.5.1.5. ‘Actions’ tab ................................................................................................ 33

II.5.2. ... of a CVED ..................................................................................................... 34


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II.5.3. Submission options ........................................................................................... 35

III. Official trade documents’ functionalities ...................................................36III.1.Modifyanofficialtradedocument.................................................................................... 36

III.1.1. Modifysubmittedofficialtradedocuments(PartI) ............................................ 36III.1.2. Modifycertifiedofficialtradedocuments(PartsI,IIandIII) ............................. 37

III.1.2.1. Correction of details in Part I (Consignment) and Part II (Decision) ............................ 37

III.1.2.2. Completion of final results of pending laboratory tests (Part III) ................................ 40

III.2.Deleteorcancelanofficialtradedocument ..................................................................... 41III.2.1. Delete ............................................................................................................... 41III.2.2. Cancel ............................................................................................................... 42

III.3.Printofficialtradedocuments .......................................................................................... 43III.3.1. Submittedofficialtradedocuments ................................................................... 43III.3.2. Blankofficialtradedocumentmodels ................................................................ 45

III.4.AutomatedTRACESe-mailnotifications .......................................................................... 46III.4.1. Quantity checks ................................................................................................ 47III.4.2. Secured access ................................................................................................. 48

IV. Other TRACES menus ................................................................................49IV.1. ‘TRACESDataWarehouse’ ............................................................................................... 49IV.2. ‘Qlikview’ ........................................................................................................................ 50IV.3. ‘Reporting’ ...................................................................................................................... 51IV.4. ‘Userandorganisationmanagement’ .............................................................................. 52

IV.4.1. User Management ............................................................................................. 52IV.4.2. Organisations .................................................................................................... 52IV.4.3. Change password / Security question and answer ............................................ 53IV.4.4. ModifyUserProfile ........................................................................................... 54

IV.5. ‘EstablishmentListPublications’ ...................................................................................... 55IV.6. Help To Decision Management ......................................................................................... 56

IV.6.1. ‘Re-enforcedCheck’programme ........................................................................ 56IV.7. ‘Legislation’ ..................................................................................................................... 58IV.8. ‘Information’ ................................................................................................................... 59

V. FAQ ...........................................................................................................60V.1. Alertmessage:‘Multiplesubmissionnotallowed’ ............................................................ 60V.2. Alertmessage: ‘Securityexception:youdonothave the rights toperformtherequestedoperation’ ................................................................................................................................ 60V.3. Alertmessage:‘Thecertificateisnotfound’ .................................................................... 61V.4. Alertmessage:‘GEN002...’(unexpectedfailurealert) .................................................... 61

VI. Further information and contact ...............................................................62


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I. InTroducTIon

I.1. Scope of the ‘offIcIal trade documentS’ uSer manual - part IIThis user manual describes the main principles and functionalities of TRACES for the certification(PartII)andcontrol(PartIII)1ofthefollowingofficialtradedocumentsbythecompetentauthorityatEU/EFTAlevel:

• INTRA:2 IntraTradeAnimalHealthcertificates• EXPORT: 3 ExportHealthcertificates• DOCOM:4 Commercial Document

Whereneeded,thedescriptionsareaccompaniedbyscreenshotsoftheTRACESuserinterface,soastobetter illustrate the look and feel of TRACES.

Theaimoftheusermanual istohelpyouspeedupyourwork,whileavoidinginaccuraciesandtypingslip-ups.

We recommend that you read this user manual in combination with the TRACES Toolkit; 5whichservesasyourgatewaytofurtherTRACESusermanuals,videosand templates.The TRACES Toolkit contains all the information you need in one ‘platform’document.

TRACESservesasa‘singlewindow’toEuropeanlegislationinthefieldofanimalhealth and public health -covering products of animal origin and non-animal origin, live animals and animal by-products- as well as plant health.However,fortheimplementationofthegeneralEUlegislationweinviteyoutocontact your national competent authorities or official EU services in order toobtain the correct information on movement requirements and other details.

YoucanfindoutallaboutTRACESontheCommission’sofficialHealthandConsumers’webpage. 6

PresentationsofTRACEScanalsobefoundhere.7

1 If required.2 CommissionReg.(EC)599/2004:http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32004R0599:EN:NOT3 ConcerningharmonisedcertificatesatEUlevel(e.g. Chile, Mexico and Canada).4 CommissionReg.(EC)No142/2011:http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32011R0142:EN:NOT5 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd6 TRACESdetails:http://ec.europa.eu/traces/7 TRACESpresentations:http://prezi.com/user/TRACES/

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32004R0599:EN:NOT


https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd


http://ec.europa.eu/traces/


http://prezi.com/user/TRACES/


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I.2. abbrevIatIonS and defInItIonS

AcompletelistofallTRACESabbreviationsandacronymscanbefoundunderthe‘Let’stalk‘TRACES’’sub-headingandthe‘CommonTRACESfeatures’headingoftheTRACES Toolkit. 8

I.3. WorkIng languageS

BeforeloggingintoTRACES,andalsoafterwardsinuserinterface,youcanchooseoneofthethirty-two9 languages,toallowyoutoworkinyourpreferredlanguage:

Language code Language Language code Languageba Bosnian lv Latvianbg Bulgarian mk Macedoniancs Czech mt Malteseda Danish nl Dutchde German nw Norwegianel Greek pl Polishen English pt Portuguesees Spanish ro Romanianet Estonian ru Russianfi Finnish sk Slovakfr French sl Slovenianhr Croatian sr Serbianhu Hungarian sv Swedishil Icelandic sq Albanianit Italian tr Turkishlt Lithuanian zh Chinese

Whenyouswitchlanguages,youwillberedirectedtothegeneralTRACESwelcomepage.

8 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd9 Theseinclude22officiallanguagesoftheEuropeanUnion(allpartfromIrish(ga))+Albanian+Bosnian+Chinese+Croatian+Icelandic+Macedonian+Norwegian+Serbian+Turkish+Russian.



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I.4. traceS releaSe verSIonS

We are constantly upgrading TRACES to improve and adapt it to legal requirements and user needs and wishes.Thisisdonestepbystep.Assoonasanupgradeisavailable,anewTRACESversionisinstalledonline.

Release notes are regularly published for TRACES in order to explain to our TRACES users the enhancements andmodificationsmadetotheuserinterfaceandfunctionalities.10

You may want to check the TRACES release version installed online to verify the information in the TRACES release notes.Ifyoudoubleclick theworldmap/cow image in thetoprightof theTRACESwindow,youwillseethefollowinginformationinthetopbanner:

• theTRACESversionnumber(eg.06.00.01)• thereleasedate,indd/mm/yyyyformat(eg.23/04/2013)• theTRACESenvironmentandserver(eg.TRACES_NT2_2_WEB)

You can also see this information as a tooltip if you move the mouse cursor over the world map/cow image.

10 An overview of the TRACES release notes can be found in the introduction page of the TRACES Toolkit: https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd


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I.5. acceSS

I.5.1. data acceSS and protectIon

To comply with stringent rules on the accessibility and display of both commercial and non-commercial data,andtoensuredataprotection,11strictaccessrightsareassignedtoeachTRACESuserprofile.Thisapplies to both economic operators and competent authority users.

TheTRACESPrivacyStatementcanbeconsultedinthedifferentavailablelanguagesinTRACESviathe‘PrivacyStatement’buttoninthetoprightoftheTRACESwindow,whenyouareloggedon.

I.5.2. SecurIty alert

WhenaccessingTRACES,youmayencounterasecurityalert,askingforyourapprovaltoproceedtothewebsite.ThisisaconfigurationsettinginTRACESandisthereforefullytrustworthy.

TRACES implements various security features for application access, official document validation andcommunicationprivacy,throughtheencryptionofsecureinformationbetweenclientandserver(https,SSL).Electronicsignature further improvesspeedandefficiency, traceability,andanti-falsificationmeasures,based on security rules that meet the legal requirements for electronic signature.

Ifthe‘SecurityAlert’popsup,weinviteyoutopress‘ViewCertificate’inordertoseemoredetailsbeforeproceeding,andthenchoose‘Yes’tostartusingTRACES.

TheHTTPS‘SecureSocketsLayer’(SSL)and‘TransportLayerSecurity’(TLS)certificate is importedbytheclientfromtheserverintothelocalapplicationorenvironment,declaringitas‘trusted’.ThisalertisthereforenotinfactgeneratedbyTRACESbutbytheserveronwhichthecertificateishosted.

11 Regulation(EC)45/2001:http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32001R0045:EN:NOT



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I.5.3. envIronmentS

TheTRACES‘Production’environmentisavailableathttps://webgate.ec.europa.eu/sanco/traces/.Thisisthereal-lifeenvironmentofTRACES,sinceanymanipulationofdatawillautomaticallynotifytheeconomic operators and competent authorities involved.

TRACES users are invited to check out TRACES features and functionalities in one of the two TRACES test environments.MoreinformationontheuseoftheTRACESTRAININGandACCEPTANCEenvironmentscanbefoundundertheheading‘TestingTRACESfeatures’intheTRACES Toolkit. 12

12 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd

https://webgate.ec.europa.eu/sanco/traces/



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I.5.4. account regIStratIon

Registration Competent AuthorityWorkfl ow TRACES

TRACESAdministrator

Users’ status: ‘VALID’

‘Save’ ‘New’ or ‘New Regional Administrator’

withintheTRACES‘UserMan-agement’menu

Users’ status: ‘VALID’

Not i f i ca t ion sent to CA

CompetentauthorityuseraccountscanberegisteredinTRACESbythenationalMemberStateadministrator,via the ‘User and Organisation Management’menuand‘UserManagement’submenu.

1.Click‘NewRegionalAdministrator’tocreateRegionalTRACESAdministrators2.Click‘New’inordertocreate:• Central Competent Authority users;• Local Veterinary Unit users; • OfficialPrivateVeterinaryusers.13

13 The‘OfficialPrivateVeterinaryuser’inTRACESisanyveterinarianapprovedbythecompetentauthorityinaccordancewiththeprovisionsofArticle14(3)(B)ofCouncilDirective64/432/EEC(http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:31964L0432:EN:NOT).

http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:31964L0432:EN:NOT



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Competent authority user accounts can be registered in TRACES as ‘Standard’or‘Collective’users.

The competent authority account registered by its national administrator in TRACES becomes immediately ‘valid’aftersubmission.Anotificationmessageissenttothecompetentauthority,informingitofthecreationoftheuseraccount.14ThemessagecontainsadirectlinktoTRACES,togetherwiththeusernameandpassword.

More information on user-account registration can be found in the ‘Organisation, user and authoritymanagement’usermanual,alsoavailablewiththeTRACES Toolkit. 15

14 Moreinformationcanbefoundinthe‘Organisation,userandauthoritymanagement’usermanual,alsoavailablewiththeTRACES Toolkit.15 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd



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NOTE-The‘Please click here to register a new user’optionontheTRACESloginpage,isforeconomicoperators 16 only and not competent authority users.

16 Moreinformationcanbefoundunderheading‘I.5.4.Accountregistration’ofthe‘OfficialdocumentstotheEUPartI’usermanual,orinthe‘Organisation,userandauthoritymanagement’usermanual,alsoavailablewiththeTRACESToolkit.


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I.5.5. loggIng In and out

I.5.5.1. Log In

GototheTRACESwelcomepage,enteryourlogin(e-mailaddress)inthe‘e-Mail’field,typeyourpasswordandclickonthe‘Login’button:17

Whenyouhaveloggedin,youruseraccountisshowninthetoprightofthescreen.

I.5.5.2. Log out

Clickonthe‘Logout’buttoninthetoprightofthescreenandconfirmbyclickingthe‘OK’button.18

17 Your account is inactivated after 5 consecutive failed attempts. You should contact your TRACES competent authority to reactivate the account.18 Youwillbeloggedoutautomaticallyafter30minutesofinactivity.


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I.5.5.3. LogIn Issues

Moreinformationonloginissuescanbefoundinthe‘Organisation,userandauthoritymanagement’usermanual,alsoavailablewiththeTRACES Toolkit. 19

I.5.6. cuStomISIng the traceS menuS

The TRACES menu bar on the left can be customised as you wish.Less‘popular’menuscanbecollapsedwhilemore‘popular’menuscanbeexpanded.

ThesechangesarestoredwithyourTRACESuserprofile,sowillapplytoall TRACES sessions until you make new changes.




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I.5.7. traceS neWS updateS

I.5.7.1. WeLcome page

Once logged into the Production (real-life) environment, 20 the TRACES welcome page displays both informationonTRACESandimportanthealthinformation,suchassafeguardmeasures.

WeinviteyoutoregularlycheckthenewsupdatespublishedontheTRACESWelcomepage,concerningthefollowingtopics:

Generalinformationandhints

Hazardsandoutbreaks

Sanitaryinformation,e.g.officialtradedocumentmodels

Technical updates and TRACES version releases

Working groups and meetings

I.5.7.2. neWsLetter

The bi-monthly TRACES newsletter containsgeneral news on TRACES, facts and figures,seminars, training sessions and workshops,legislationand‘upcoming’issues.

You can subscribe to this free communication service,hostedbytheDirectorate-GeneralforHealthandConsumers,viathis link. 21

20 Moreinformationcanbefoundunderheading‘I.5.3Environments’.21 TRACESNewsletter:http://ec.europa.eu/coreservices/mailing/index.cfm?form=register&serviceid=1

http://ec.europa.eu/coreservices/mailing/index.cfm?form=register&serviceid=1

http://ec.europa.eu/coreservices/mailing/index.cfm?form=register&serviceid=1


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II. ‘VeTerInary documenTs’ menu

II.1. IntroductIon

CompetentauthorityuserslinkedtoaLVU,OPV22andtoaCCAareentitledtosubmitPartI(Consignment)oftheofficialtradedocumentandproceedwithcertificationofPartII(Decision).

Competentauthorityuserswithresponsibilityforcustomswarehouses(Article 12(4) of Council Directive97/78/EC laying down the principles governing the organisation of veterinary checks on products enteringthe Community from third countries)andthosewithresponsibilityforoverseasdepartmentsandcertainislands(Commission Decision 94/641/EC laying down rules applicable to veterinary checks to be carriedout on products imported into certain Greek islands from third countries)canissueandcertifybothofficialentry documents 23andofficialtradedocuments24 under certain conditions.

ThesecompetentauthoritiesarecalledSuperLocalVeterinaryUnits(SLVU)inTRACES,astatusconferredby Commission administrators at the reasoned request of EU/EFTA countries.

MoreinformationonthesubmissionofPartIofanofficialtradedocumentcanbefoundinthe‘OfficialtradedocumentsPartI’usermanual,alsoavailablewiththeTRACES Toolkit. 25

II.1.1. certIfIcatIon WorkfloW

ViaTRACES,competentauthorities linked toLVU,OPVand toCentralCompetentAuthorities,arealsoentitledtoproceedwiththecertificationoftheconsignment;i.e.the‘Decision’part(PartII).Thismeansthat,inadditiontothesubmissionactionsrelatingtoPartIoftheofficialtradedocument,twoadditionalactionsareavailableregardingthecertificationprocessofPartII:

1. ‘Save in progress’allowsthecompetentauthoritytostoretheofficialtradedocument‘temporarily’;beforeactuallytakingafinaldecision(PartII).

2. ‘Validate/Submit Decision’allowsthecompetentauthoritytotakethefinaldecision(PartII)oftheofficialtradedocument.AsTRACESisaweb-based,‘online’system,submissionisinstantaneous.26

ForDOCOMs,thesubmissionoptionsrelatingtoPartIIarealsoavailabletotheeconomicoperator.27

22 The‘OfficialPrivateVeterinaryuser’inTRACESisanyveterinarianapprovedbythecompetentauthorityinaccordancewiththeprovisionsofArticle14(3)(B)ofCouncilDirective64/432/EEC(http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:31964L0432:EN:NOT).23 Officialentrydocuments:CED,CVED,DECLAR,andCHEDPP.24 Officialtradedocuments:INTRA,EXPORTandDOCOM.25 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd26 Moreinformationcanbefoundinthe‘Notificationmanagement’usermanualalsoavailablewiththeTRACESToolkit.27 Submissiondetailsaresetoutunderheading‘II.5.3.Submissionoptions’.





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28 IntheTRACEStestenvironments,allofficialtradedocumentsbearthewatermark‘TRAINING’or‘ACCEPTANCE’,regard-lessofthestatusoftheofficialtradedocument,soastoavoidanyconfusionwiththe‘real-life’productionenvironment.


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II.2. Search for an offIcIal trade document

Chooseoneoftheofficialtradedocumenttypesinthe‘VeterinaryDocuments’menu:

• ‘IntraTradeAnimalHealthCertificates’• ‘ExportHealthCertificates’• ‘CommercialDocument’

...andspecifyoneormoresearchcriteria,29whichmostlyrelatetoPartI(Consignment)oftheofficialtrade document.

Competentauthorityuserscaneasilysearchforofficialtradedocumentswhichremaintobecertified(PartII)bytickingthe‘To process’searchcriterion.

You can use search criteria individually 30orinconjunctionwithothersearchcriteria.Somespecificsearchcriteriaareillustratedbelow:

Search optionsCertificateReference ReferstotheuniqueTRACESreferencenumber,automaticallyassignedtothe

officialtradedocument.

Certificatestatus Information on official trade document statuses can be found under heading‘II.1.1.Certificationworkflow’.

29 You can use the wildcard character % in most of the TRACES search criteria in order to search for a wider range of data.Inaddition,TRACESmakesnodistinctionbetweenupperandlowercaseinsearches.Example:entering‘INTRA.FR%’inthe‘Cer-tificateReference’field(minimumof8characters)searchesforallINTRAsavailabletoagivenuser.30 The‘CertificateStatus’criterioncannotbeusedalone.


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Search optionsTo process Searchesofficialtradedocumentssubmittedtothecompetentauthorityandthat

remaintobecertified.

Cloned InordertofacilitatethesubmissionofofficialtradedocumentsattheLVU,thedata validated in PART I of aDOCOMcanbe transferredautomatically to anINTRAbyclickingthe‘cloned’button.The competent authority can search for DOCOMs which have already been cloned.

Pending laboratorytests

Searchesofficialtradedocumentswithmissinglaboratorytestdetails(PartIII).

Search for control Searchesvalidofficialtradedocumentsempoweringallcompetentauthoritiestoenteracontrolpart(PartIII)totheofficialtradedocument,tomonitoranimalwelfareandtocarryouthealthandwelfarechecks(e.g.‘enroute’).Use the ‘Certificate Reference’ number in combination with the ‘Search forcontrol’option.

II.2.1. WorkaroundS and lImItatIonS

ApartfromusingthesearchcriteriainTRACES,youmayalsofindanofficialtradedocumentbyusingitsuniquecertificatereferencenumberinaspecificworkaround:

Select the appropriate URL as listed below and enter the TRACES reference number at the end of the addressasfollows:31

1. https://webgate.ec.europa.eu/sanco/traces/certificates/intratrade/open.do?ref=INTRA.XX.YYYY.ZZZZZZZ2. https://webgate.ec.europa.eu/sanco/traces/certificates/export/open.do?ref=EXPORT.XX.YYYY.ZZZZZZZ3. https://webgate.ec.europa.eu/sanco/traces/certificates/intratrade/open.do?ref=DOCOM.XX.YYYY.ZZZZZZZ

Inaccordancewith theaccess rulesof the (business)data,youmustbedeclared in theofficial tradedocumentinordertoaccessit.Ifnot,youmayreceivefollowingalertmessage:

“Security Exception: you do not have the rights to perform the requested operation”

31 Legend:XX=countryISOcodeinwhichtheLVUofthe‘Placeoforigin/Placeofharvest’issituatedYYYY=submissionyearNNNNNNN=uniqueTRACESreferencenumber


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II.3. obtaIn a ‘help to decISIon’ (htd): baSIS legISlatIon

Duringthecertificationprocess,thecompetentauthoritymay,viatheTRACES‘HelpToDecision’module,obtainadditionalfeedbackontheappropriate(consolidated)basislegislation.

ThisHTDfeaturehasbeenimplementedforallofficialtradedocumentsinordertoalert,informandassistcompetentauthoritiesduringthedecision-makingprocess.Thefeedbackalwaysdependsonthenatureand origin of the commodity presented and is optional for consultation.

TheHTDmoduleappearsonlyuponsubmissionofPartIIofanofficialtradedocument.32

II.3.1. baSIS legISlatIon In theHTDmodule, the ‘Basis Legislation’ tabpresents competent authoritieswith anoverviewof alllegislation in force relating to the nature and origin of the commodity presented.TRACESdisplaysalinktotheconsolidatedEURegulation(s)inthecurrentTRACESworkinglanguage,33 as publishedontheofficialEur-lexwebsite. 34

The consultation of this legal information is optional.

32 AftersubmissionofPartII,theHTDmodulewillnotbeavailable/visualisedanymore.33 This means one of the TRACES EU/EFTA languages.34 Eur-Lexwebsite:http://eur-lex.europa.eu/en/index.htm

http://eur-lex.europa.eu/en/index.htm

http://eur-lex.europa.eu/en/index.htm


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II.4. certIfy part II (decISIon)OnlycompetentauthoritiesatEULVU/OPVcaninitiate,accessandsignPartIIofanofficialtradedocument(acceptanceorrefusalofaconsignment),viathe‘Veterinarydocuments’menu.An exception applies forDOCOMswhich are availablemainly to economic operators,while competentauthoritiesmayalsoaccessthe‘Healthinformation’declaration.

Inordertocertifytheofficialtradedocument,youmustsearch35andclickthe‘Open’buttonbelowtheofficialtradedocumentswhichstillneedtobecertified(PartII,Decision).

PartIIoftheofficialtradedocumentrelatestothedeclarationoftheeconomicoperatorstatingthatthe‘Healthinformation’complieswiththerequirementslaiddown.

Nottickingacheckboxinthe‘Healthinformation’declarationwillresultinthistextbeingautomaticallybarredoutfromtheprint-outoftheofficialtradedocument.

35 Moreinformationcanbefoundunderheading‘II.2.Searchanofficialtradedocument’.


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II.4.1. SubmISSIon optIonS

ThefollowingoptionsareavailableasregardscertificationofanofficialtradedocumentinTRACES(PartII,Certification):

Save options‘Cancel and Return to Menu’

Returns to the ‘Veterinary Documents’ sub-menus and cancels all actionsperformedduringcertificationoftheofficialtradedocument.Ifyourofficialtradedocumenthasnotyetbeensaved,allinformationenteredinPartIandIIwillbelost.

‘Reject’ Allmandatoryinformationontheconsignmentpresented(PartIandII)musthave been entered for the competent authority to be able to draw a conclusion on it.Thisoptioncomprises the laststage relating toPart Iand IIof theofficialtrade document.Thestatusoftheofficialtradedocumentbecomes‘Rejected’.

‘Saveinprogress’ SavesPartIandIIofanofficialtradedocumentthathasnotyetbeencertified.Itisanintermediate,optionalstagebeforefinalcertificationofPartIandIIoftheofficialtradedocument(acceptanceorrefusaloftheconsignmentbytheLVU/OPV),e.g.forcompletionofchecks.Thisoptioncanalsobeusedtofillinanofficialtradedocumentatdifferentstages and different places.Thestatusoftheofficialtradedocumentbecomes‘In progress’.Nonotificationmessageswillbesentregardingthesubmissionoftheofficialtradedocumentin‘Inprogress’status.

‘Submitdecision’ Allmandatoryinformationontheconsignmentpresented(PartIandII)musthave been entered for the competent authority to be able to draw a conclusion on it.Thisoptioncomprises the laststage relating toPart Iand IIof theofficialtrade document.Thestatusoftheofficialtradedocumentbecomes‘Valid’.


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NOTE-Theofficialtradedocumentinrelationtonational trade or (direct) export,willautomaticallybecomevalidwhenclickingthe‘Submitforcertification’36or‘Submitdecision’/‘Validate’buttonwithouthavingenteredPartII(Certification).

The alert message ‘INTRA-063 IntraTrade Certificates for export or for national trade do not require validation’appearswhenyousubmittheINTRAinrelationtonationaltradeor(direct)export.

36 The‘Submitforcertification’buttonisspecifictoPartIofyourofficialtradedocument.Moreinformationcanbefoundthe‘OfficialtradedocumentsPartI’usermanual.


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II.4.2. SIgnature

TRACESrequirestheusers’passwordtocertifytheofficialtradedocument.Afterenteringit,clickonthe‘Sign validation’ button.

The ‘Use same password for all subsequent signatures’ box can be checked for the password to be storedbyTRACESthroughoutthesession.Asessionterminatesautomaticallyafter30minutesofinactivity.


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II.5. SubmIt part III (control)

II.5.1. ... of an Intra/docomThecompetentauthoritiesmaymonitoranimalwelfareandcarryouthealth,welfareorotherchecks(e.g.‘enroute’)inrelationtoINTRA/DOCOM,37byenteringthe‘CertificateReference’numberandclickingthe‘Searchforcontrol’option.38

Forthispurpose,thecompetentauthoritymustopentheofficial tradedocumentclickon ‘Control’andcompleteanydetailsinthe‘Control’tab.

Thecompetentauthoritythathascertified(PartII)theofficialtradedocumentreceivesanotificationofthecontrolscarriedout(PartIII)andhasaccesstotheresults.

TheControlPartwillbeincludedintheprint-outoftheofficialtradedocument.39

PartIIIoftheofficialtradedocumentprovidesinformationonthecompletionofofficialchecks.TheofficialdescriptionofthePartIII‘Control’boxescanbefoundinthe‘Notes for guidance on the intra-Community certificate’ofCommissionRegulation(EC)599/2004.However,someboxesinthevariousTRACEStabsarehighlightedbelow:• ‘CurrentControl’• ‘Checks’• ‘Laboratorytests’• ‘Infringements’• ‘Actions’37 EXPORTsarenotconcernedhere.38 Moreinformationcanbefoundunderheading‘II.2.Searchanofficialtradedocument’.39 Moreinformationontheprintingofanofficialtradedocumentcanbefoundunderheading‘III.3.Printofficialtradedocu-ments’.


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II.5.1.1. ‘current controL’ tab

Type Box InformationINTRADOCOM

‘III.2.CertificateReferenceNumber’‘III.2.CertificateReferenceNumber’

Refers to the unique certificate reference numberassigned automatically by TRACES after submission of theofficialtradedocument.

INTRADOCOM

‘III.1.Dateoftheinspection’‘III.1.Dateoftheinspection’

The date of the inspection will be fixed on signingthe official trade document. The date is enteredautomatically on thebasis of theBrussels time zone(GMT + 1).

INTRA

DOCOM

‘III.14.Officialveterinarianorofficialinspector’‘III.14.Officialveterinarianorofficialinspector’

Thisboxisautomaticallyfilledinwiththenameoftheuser controlling the document.Where the competent authority concerns a ‘collective user’,itwillbeaskedtoassignthe‘OfficialVeterinarian/Inspector’fromadrop-downmenu.

The control date in this boxwill be fixed on signingof the official trade document. The date is enteredautomatically on thebasis of theBrussels time zone(GMT +1).


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II.5.1.2. ‘checks’ tab


‘III.3.DocumentaryCheck’‘III.3.DocumentaryCheck’

This box concerns the mandatory verification of healthcertificatesordocumentsaccompanyingtheconsignment.For animals for which ‘non-harmonized’ model applies,‘additional guarantees’ and ‘national requirements’ areadditional options.

INTRADOCOM

‘III.4.IdentityCheck’‘III.4.IdentityCheck’

This box concerns checking consistency between the accompanying health certificates or documents and theconsignment presented at the competent authority.


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‘III.5.PhysicalCheck’‘III.5.PhysicalCheck’

The‘physicalcheck’mustbeexecutedinaccordancewiththelegislation in force.Whenthephysicalcheck isnotsatisfactory, thecompetentauthoritymustcompletethedetailsinbox‘III.9.Infringementofhealthlegislation’.

INTRADOCOM

‘III.7.Welfarecheck’‘III.7.Welfarecheck’

This box concerns the transport conditions and welfare status of the animals upon arrival.When thewelfare check is not satisfactory, the competentauthority must complete the details in box ‘III.8 Infringement ofwelfareregulation’.This box does not concern DOCOMs.


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‘III.6.LaboratoryTests’‘III.6.LaboratoryTests’

Specificationofalaboratorytestispossiblewhen:• A‘physicalcheck’(satisfactory or not)hasbeencarried

out. Derogation from the physical check prevents any detailsbeingintroducedinthe‘LaboratoryTests’sectionofthe‘Checks’tab.

Enter:• Date: The ‘Sample’ datemust be prior or equal to the

dateoftheinspectionoftheofficialtradedocument.• Motivation• Laboratory Test(s): Click the ‘Add’ button on the right,

select (one of the) species entered in Part I and clickthe ‘Select’ button on the left to specify the laboratorytest(s)relatingto‘animalhealth’,‘publichealth’or‘foodhygiene’, and possibly the laboratory method used. Check ‘Pending’ as a test result when a sampling testis involved and the commodity has to be released immediately.

Therelease(upon control)ofaconsignmentwith ‘Pending’laboratory results is available for INTRA and DOCOM.In this context, the following notification message is sentto the LVUs every week until the details of the results are introduced:

‘The pending laboratory test conclusion for the following IntraTrade certificates must be defined:...’

If no results have been entered within 60 days after thecontroldate,aweeklyreminderisalsosenttotheCCAofthisLVU.Thesenotificationsarenotmanageable in the ‘ModifyUserProfile’menu.


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Type Box InformationIt is possible to modify the nature of a test or to add a test after receipt of the analysis results. Generic categories(in capital letters) have been introduced in the ‘Residues’laboratorytestcategory,sothatgeneralqueriescanbemadeandthespecificanalysisresultscanbeenteredretroactivelyinthe‘Checks’and‘LaboratoryTests’tabs.

The final results of the ‘Pending’ laboratory testsmaybeenteredandchanged from ‘Pending’ to ‘Satisfactory’ / ‘Notsatisfactory’,afterPartIIIoftheofficialtradedocumenthasbeen submitted.More information can be found under heading ‘III.1.2. Modify certified official trade documents (Parts I, II and III)’.

Intheeventofachangeto‘Satisfactory’,thestatusoftheofficialtradedocumentremains‘Valid’.Intheeventofachangeto‘Notsatisfactory’,thestatusoftheofficialtradedocumentbecomes‘Recalled’.Moreinformationonthecertificationworkflow,canbefoundunderheading‘II.1.1.Certificationworkflow’.


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II.5.1.3. ‘Laboratory tests’ tab

Laboratory tests in the ‘Laboratory Tests’ section of the ‘Checks’ tab will automatically generate thepossibilityofaddingdetailsonsamplinginthe‘LaboratoryTests’tab.Thiscanbedoneforeachreferencelaboratory test.Thismeansthatthereisaclearlinkbetweenthe‘Checks’taband‘LaboratoryTests’tab.

Itismandatorytoenterthe‘Conclusion’detailsinthe‘LaboratoryTests’tab,foreachreferencelaboratorytestspecifiedinthe‘Checks’tab.Ifnot,youmayreceivefollowingalertmessage:

‘INTRA-219 Laboratory Tests Conclusion Field is mandatory’

EachLaboratoryTestreferenceincludesasectionreservedfortheTRACES‘Applicant’40andthe‘Laboratory’user. 41

Useofthe‘LaboratoryTests’tabmakesitpossibleto:• printouta‘Ficheforsampling’,whichcanbesenttothelaboratory;• electronicallynotifythelaboratoryauthority,ifshowninTRACESandspecifiedinthe‘LaboratoryTests’

taboftheofficialtradedocument;• receiveelectronicallythetestresultsfromthelaboratoryspecifiedintheofficialtradedocument;and• automaticallycompleteRASFFdetailsintheRASFFnotificationform(only for INTRA).

Some‘LaboratoryTests’datafieldsarehighlightedbelow:

40 i.e. the TRACES competent authority user at EU LVU.41 Moreinformationonlaboratoryuserscanbefoundinthe‘Organisation,userandauthoritymanagement’usermanual,also available with the TRACES Toolkit.


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Title InformationApplicant

‘Laboratory’ If a Laboratory is specified in the official trade document, itwill receiveelectronically the ‘Fiche for sampling’, so that thelaboratorytestresultsareautomaticallyincludedintotheofficialtrade document.Laboratories can be selected at European level.Laboratories,likeothercompetentauthorities,canbecreatedbythe European Commission only at the request of the competent authority.

‘LaboratoryTest’ Mayalreadybefilledwiththe‘LaboratoryTest’selectedinthe‘Checks’tab.Introduction,modificationorreselectionispossibleviathe‘Select’buttonandwillbereflectedinthe‘Checks’tab.

‘SampleType’ Shouldbeselectedfromthedrop-downlist.Ifa‘SampleType’ismissingfromthelist,pleasecontacttheTRACES Team.

Laboratory‘Releaseddate’ ‘Releaseddate’isindd/mm/yyyyformatandmustbeafterthe

sample date.

‘LaboratoryTestMethod’ ‘LaboratoryTestMethod’caneitherbeselectedfromamenuordescribed in a free-text field. However,we recommend usingthe selection menu in order to facilitate extraction of TRACES reports and translation of TRACES data.

‘Conclusion’ The conclusion in the ‘Laboratory Tests’ tab is reserved forthe laboratory user carrying out the tests, while that in the‘Laboratory Tests’ box of the ‘Checks’ tab is reserved for thecompetentauthorityvalidatingtheofficialtradedocument.Note that ‘Pending’ is not an option for laboratory authority users;pleasegotothe‘Checks’tabforthis.More information can be found under heading ‘II.5.1.2. ‘Checks’ tab’.

Thecompetentauthoritiesmayincludetheresultsofa‘counter-analysis’anda‘secondexpertanalysis’inTRACES.

mailto:[email protected]


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II.5.1.4. ‘InfrIngements’ tab

Infringementsofwelfareregulationorhealthlegislationmaybespecifiedinthe‘Infringements’tab.Thebox‘III.8.Infringementofwelfareregulation’becomesmandatorywhenbox‘III.7.WelfareCheck’is‘Notsatisfactory’.Thebox‘III.9.Infringementofhealthlegislation’becomesmandatorywhenbox‘III.5.PhysicalCheck’is‘Notsatisfactory’.

II.5.1.5. ‘actIons’ tab

Correctiveorfollow-upactionsmaybespecifiedinthe‘Actions’tab.


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II.5.2. ... of a cvedAspartofspecificproceduressuchaschannellingparticularornon-conformingconsignments,etc.,controlmust be implemented by the competent authority responsible for establishments at the destination. 42

Forthispurpose,thecompetentauthoritymustopentheofficialentrydocumentclickon ‘Control’andcompleteanydetailsinthe‘Control’tab.

Thecompetentauthoritythathascertified(PartII)theofficialentrydocumentreceivesanotificationofthecontrolscarriedout(PartIII)andhasaccesstotheresults.

TheControlPartwillbeincludedintheprint-outoftheofficialentrydocument.43

42 AddingControldetails(PartIII)tothevalidatedofficialentrydocumentisoptionalinothercases.43 More informationontheprintingofanofficialentrydocumentcanbefoundunderheading‘III.3.Printofficialtradedocu-ments’.


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II.5.3. SubmISSIon optIonS

Save options‘Cancel and Return to Menu’

Returns to the ‘Veterinary Documents’ sub-menus and cancels all actionsperformedduringthesubmissionoftheControlpart(PartIII)totheofficialtrade/entry document.

‘SubmitControl’ AllmandatoryinformationintheControlpart(PartIII)musthavebeenenteredfor the competent authority to be able to submit it.In the event of a change to ‘Satisfactory’, the status of the official tradedocumentremains‘Valid’.Intheeventofachangeto‘Notsatisfactory’,thestatusoftheofficialtradedocumentbecomes‘Recalled’.Moreinformationonthecertificationworkflow,canbefoundunderheading‘II.1.1.Certificationworkflow’.

Thecompetentauthoritythathascertified(PartII)theofficialtradedocumentreceivesanotificationofthecontrolscarriedout(PartsIII)andhasaccesstothe results.

‘Print’ More information can be found under heading ‘III.3. Print official tradedocuments’.When printing the official trade document, theControl Partwill be printedalong.


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III. offIcIal Trade documenTs’ funcTIonalITIes

III.1. modIfy an offIcIal trade document

III.1.1. modIfy SubmItted offIcIal trade documentS (part I)Withintheconstraintsofthedocumentmodelchosen,thecompetentauthoritycancarryoutthedesiredmodificationsbysimplysearching,opening,modifyingand(re-)submittingtheofficialtradedocumentwith‘Draft’,‘New’and‘Inprogress’status.

‘Draft’officialtradedocumentsareaccessibleonlytothesubmittingTRACESuseranddirectcolleagueslinked to the same authority.‘New’and‘Inprogress’officialtradedocumentscanbemodifiedonlyifthecompetentauthorityhasnotyetcertifiedthedocument.

TRACESuserscaneasilycheckwhetherPartIhasbeenmodifiedbycheckingtheversionnumber(-Vx)aftertheTRACEScertificatereferencenumber.Whenprintingoutofficialtradedocuments, itmaybe importanttoquickly identifymodificationsmadebetweenprintingandprocessingPartIofthedocument.


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III.1.2. modIfy certIfIed offIcIal trade documentS (partS I, II and III)Inthecaseofalreadycertified(Part II)officialtradedocuments,adistinctionismadebetween:A. Correction of various 44detailsinPartI(Consignment)orII(Decision);andB.EnteringpendinglaboratorytestresultsinPartIII(Control).45

III.1.2.1. correctIon of detaILs In part I (consIgnment) and part II (decIsIon)

Various details in Parts I (Consignment) or II (Decision) caneasily be correctedusing the ‘Copyasreplacement’button.Insteadofcancellingtheofficialtradedocumentandre-creatingacorrectversionfromscratch,thecompetentauthoritycanusethe‘Copy as replacement’buttonbelowthedocumenttocanceltheoriginalandre-createanewdocument,usingtheinformationintheoriginal.

Hence,the‘Copyasreplacement’functionalityenablestheusertoquicklymodifyanalready‘validated’or‘rejected’officialtradedocument.

‘Copyasreplacement’button:

Inordertofollowupandidentifyanymodificationsmadetoanofficialtradedocument,andtospeeduptheissuingofthedocument,werecommendusingthis‘Copyasreplacement’functionalitywhenPartsIorII need to be corrected.

A hyperlinkwiththenumberofthereplacedofficialtradedocumentwillappearinthe‘ReferenceNumber’boxof thenewdocument,whileahyperlinkwith thenumberof thenewdocumentwillappear in the‘ReferenceNumber’boxofthereplaceddocument.Thismakesitpossibletoeasilyidentifythereplacingandreplacedofficialtradedocuments.

The date of replacement and the identity of the replacing competent authority appear in the relevant boxesbothontheinterfaceandonprint-outsoftheofficialtradedocument.

44 ‘Other’,i.e.isotherthanenteringpendinglaboratorytestresults.45 Theoptiontospecify‘Pending’laboratoryresultsisavailablefortheControlpart(PartIII)ofINTRAandDOCOM.Moreinformation can be found under heading‘II.5.1.2.‘Checks’tab’.TheControlpart(PartIII)doesnotconcernEXPORT.


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Hyperlinkinthenewofficialtradedocument(interface):

Hyperlinkinthenewofficialtradedocument(printout):


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Hyperlinksinareplacingofficialtradedocumentwhichhasbeenreplacedinturnbyanotherdocument(interface):

Hyperlinksinareplacingofficialtradedocumentwhichhasbeenreplacedinturnbyanotherdocument(printout):


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III.1.2.2. compLetIon of fInaL resuLts of pendIng Laboratory tests (part III)

Pending laboratory test results canbeenteredby:• Openingtheofficialtradedocument46

• Goingtothe‘Checks’tabinthe‘Control’Part• Ticking the laboratory test result• Clicking the ‘Submit Laboratory Test Results’option47

• Signingtheofficialtradedocument48

Submitting‘Notsatisfactory’LaboratoryTestResultswillresultintheautomatic‘Recalling’oftheofficialtrade document. 49

46 Usethe‘Advanced’searchcriterion‘Pendinglaboratorytests’foreasyretrievalofyourofficialtradedocument.Moreinfor-mationcanbefoundunderheading‘II.2.Searchanofficialtradedocument’.47 Astheofficialtradedocumentisinprinciplealreadyprocessed,allotherdetailsinPartIandIIwillbegreyedout.48 Moreinformationtothesigningofanofficialtradedocumentcanbefoundunderheading‘II.4.2.Signature’.49 Moreinformationcanbefoundunderheading‘II.1.1.Certificationworkflow’.


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III.2. delete or cancel an offIcIal trade document

III.2.1. delete

The ‘Delete’optionisavailableonlywhenPartIofanofficialtradedocumenthasbeensubmittedandhasthestatus‘Draft’or‘New’inTRACES.50Boththeeconomicoperatorandcompetentauthorityhaveaccesstotheofficialtradedocumentandthe‘Delete’ option.Theofficialtradedocumentwillnolongerbevisibleafterdeletion.

Inorderto‘Delete’anofficialtradedocument:

1.Searchforthespecificofficialtradedocument51inoneofthe‘VeterinaryDocuments’sub-menus: ‘IntraTradeAnimalHealthCertificates’ ‘ExportHealthCertificates’ ‘CommercialDocument’2.Clickthe‘Open’buttonundertheofficialtradedocument3.Clickthe‘Delete’button

50 Moreinformationonthecertificationworkflowcanbefoundunderheading‘II.1.1.Certificationworkflow’.51 For‘Draft’officialtradedocuments,onlythe‘initiator’andhis/herdirectcolleagues,belongingtothesameorganization,willbeabletoconsultandmakeadditionalmodifications(likedeletions)totheofficialtradedocument.Moreinformationonthecertificationworkflowcanbefoundunderheading‘II.1.1.Certificationworkflow’.


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III.2.2. cancel

The ‘Cancel’optionisavailableonlywhenPartIIofanofficialtradedocumenthasbeensubmittedandhasthestatus‘Inprogress’or‘Valid’.52

As only the competent authority can fill in Part II of an official trade document, only the competentauthoritycan‘Cancel’adocumentthathasalreadybeeninitiatedinTRACES.Forthesakeoftraceabilityreasons,however,thedocumentwillremainvisiblewitha‘Cancelled’status,after cancellation.

Inorderto‘Cancel’anofficialtradedocument:

1.Searchthespecificofficialtradedocumentinoneofthe‘VeterinaryDocuments’sub-menus: ‘IntraTradeAnimalHealthCertificates’ ‘ExportHealthCertificates’ ‘CommercialDocument’2.Clickthe‘Open’buttonundertheofficialtradedocument3.Clickthe‘Cancel’button

52 Moreinformationcanbefoundunderheading‘II.1.1.Certificationworkflow’.


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III.3. prInt offIcIal trade documentS

InordertoprintoutaTRACESofficialtradedocumentyouneed:• Hardware:aprinter• Software:anupdatedversionofAdobe Acrobat Reader 53

Thelanguagestoselectinordertoprintoutyourofficialtradedocumentshallbetheonesusedinthecountry of origin and of destination.

III.3.1. SubmItted offIcIal trade documentS

Inordertoprintasubmittedofficialtradedocument:1.Searchforthespecificofficialtradedocumentinoneofthe‘VeterinaryDocuments’sub-menus: ‘IntraTradeAnimalHealthCertificates’ ‘ExportHealthCertificates’ ‘CommercialDocument’2.Clickthe‘Open’buttonundertheofficialtradedocument3.Clickthe‘Print’button

Anotherwebpageisopenedwhereoneormorelanguagescanbeselectedtoprintthesubmittedofficialtradedocument,whichwillbeoutputinasinglePDFfile.54

53 AdobeAcrobatReader:http://get.adobe.com/reader/54 The current TRACES working language is selected by default. You may tick or untick any language boxes you need.

http://get.adobe.com/reader/

http://get.adobe.com/reader/


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Thestatusofofficialtradedocumentsisshownbyawatermark.

Onlyavalidofficialtradedocumenthasthewatermark‘ORIGINAL’.For‘New’status,thereisnowatermark.Thereareotherwatermarksfor‘Cancelled’,‘Draft’,‘Rejected’and‘Replaced’.55

In the TRACES test environments, all official trade documents have thewatermark‘TRAINING’or‘ACCEPTANCE’,regardlessofthestatusoftheofficialtrade document, so as to avoid any confusionwith the ‘real-life’ productionenvironment.

55 Moreinformationonthecertificationworkflowcanbefoundunderheading‘II.1.1.Certificationworkflow’.


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III.3.2. blank offIcIal trade document modelS

TRACESuserscanfindall(blank)consolidatedofficialtradedocumentmodelsinthe‘Veterinarydocuments’menu,underthe‘Emptycertificates’sub-menu.

• multiplemodelsforINTRA: ‘IntraTradeAnimalHealthCertificates’• ten models 56forEXPORT: ‘ExportHealthCertificates’• one model 57forDOCOM: ‘CommercialDocument’

Inordertoprintablankofficialtradedocumentmodel:

1.Clickthe‘EmptyCertificate’sub-menuunderthe‘Veterinarydocuments’menu;2.Selectthedesiredlanguagefromtheappropriatedrop-downlist;58

3.Selectthedesiredblankofficialtradedocumentmodelunder: ‘IntraTradeAnimalHealthCertificates’ ‘ExportHealthCertificates’ ‘CommercialDocument’592.Clickthe‘Print’buttonundertheblankofficialtradedocument.

Theblankdocumentmodelwillbedisplayedinthechosenlanguage,60inPDFformat,inanotherwebpage.

56 Thismeans,tenmodelsapartfromthe‘nonharmonised’model.57 Thismeans,onemodelapartfromthe‘nonharmonised’model.58 Thelanguagestoselectinordertoprintoutyourofficialtradedocumentshallbetheonesusedinthecountryoforiginand of destination.59 ChoosetheappropriateDOCOMmodelfromthedrop-downbox.60 Repeat these steps for any other languages.


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III.4. automated traceS e-maIl notIfIcatIonS

AutomatedTRACESe-mailnotificationsaresenttoallvalidandactiveTRACESusersconcerned,toinformthem of certain actions performed or to be performed in TRACES.

Thesenotificationsmessagescanbesortedbycategory:• Organisationrelatedinformation:creation,modification,validation,deletion• Officialdocuments:creation,validation,rejection,control,cancellation,deletion: INTRA EXPORT DOCOM CVEDA CVEDP CED CHED-PP DECLARNotificationmessagesforCVEDPsfallintothefollowingcategories:• Notificationsofacceptabilityfortransit/transhipment(boxes30and31)• Notificationsofacceptabilityforinternalmarket(box32)• Notificationsofchannelling(box33)andspecificwarehouseprocedures(box34)• Notificationsofunacceptabilityintheeventofdestructionortransformation(box35)

TRACESuserscanchoosewhichautomatede-mailnotificationstheywishtoreceivebygoingtothe‘UserandOrganisationManagement’menu and ‘Modify User Profile’ sub-menu, and ticking the appropriatecheckboxes.Receipt of these automated TRACES e-mail notifications does not affect access to the online TRACESinformation,whichisinstantlyupdateduponanymodificationmadebythecompetentauthority.


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III.4.1. QuantIty checkS

Whenthenumberofanimalsortheweightofgoodsexceedsapresetlimitvalue,analertmessageinvitingthe TRACES users to check the quantity is posted immediately after submission and is repeated until validationoftheofficialtradedocument.

“The entered quantity exceeds the fixed limit value: validate to confirm this quantity”.

Ifanofficialtradedocumentisvalidatedwithaquantityhigherthanthefixedlimit,anotificationmessageis sent to the European Commission.

Themaximumquantityforliveanimalsisasfollows:

CN code Species Maximum quantity0101 1000102 3000103 1200010410 1500010420 15000105 200000010611 50010612 12010619 100

Artiodactyla 300Perrissodactyla 15Proboscida 15Rodentia 10000Lagomorpha 10000

010620 1000010631 50010632 1500010639 10000010690 1000030110 40000


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III.4.2. Secured acceSS

DirectonlineaccesstoTRACESinformationviahyperlinksintheautomatedTRACESe-mailnotificationsissecured by use of the TRACES password.


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IV. oTher Traces menus

Iv.1. ‘traceS data WarehouSe’TheTRACESDataWarehouse(DWH)interface(BOXI)enablescompetentauthoritiestosee,organiseandusetailor-madereportsviaawebnavigatorinordertomonitortheiractivities.

IntheProduction(reallife)61environment,competentauthoritiesshouldbeabletologontoDWHandclickon‘TRACESDatawarehouse’.

More information can be found in the DWH user manual also available with the TRACES Toolkit. 62

61 Moreinformationcanbefoundunderheading‘I.5.3.Environments’.62 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd




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Iv.2. ‘QlIkvIeW’Qlikview is a business intelligence tool to consolidate and visualise data from multiple sources in a single application and is used by TRACES to allow competent authorities to monitor their activities.

Intheproduction(real-life)63environment,competentauthoritiesshouldbeabletologontoQlikviewandclickonthe‘Qlikview’link.

More information can be found in the Qlikview user manual also available with the TRACES Toolkit. 64

63 Moreinformationcanbefoundunderheading‘I.5.3.Environments’.64 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd




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Iv.3. ‘reportIng’ThismenuallowsconsultationofCVEDAandCVEDP65consignmentsrejectedattheEUborder:66

Todothis,clickon:• ‘RejectedConsignments-CVEDforAnimals’• ‘RejectedConsignments-CVEDforAnimalProducts’

SeveralsearchcriteriacanbeusedtorefinethesearchforCVEDs.EU/EFTATRACESuserslinkedtoBIPshaveaccesstoallrejectedEU/EFTACVEDs.EU/EFTA TRACES users linked to LVUs/OPVs have access to rejected EU/EFTA CVEDs in case box ‘8.Deliveryaddress’isfilledwithanorganisationbelongingtotheircompetentauthority.Non-EUcountriesonlyhaveaccesstoCVEDssubmittedthroughvalidationofIMPORTsonanationalbasis.

Tosafeguardtheprivacyofthecommercialdatainvolved,strictaccessrulesapplytoeachTRACESuserprofile.ThisfeatureisnotavailabletoADMprofiles.

It might be possible to obtain additional information via the TRACES Data Warehouse. 67

65 Thisfunctionalityisnot(yet)availableforCEDorDECLAR.66 No time limit applies.67 More information on the TRACES Data Warehouse link can be found under heading‘IV.1.TRACESDataWarehouse’.


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Iv.4. ‘uSer and organISatIon management’

Iv.4.1. uSer management

AsaTRACEScompetentauthority,youareaskedtomanagetheeconomicoperatorsinTRACESwhichfallunder your competence.

Thecompetentauthoritycanmanageeconomicoperatorsviathe ‘UserandOrganisationManagement’menu and ‘User Management’sub-menuasfollows:• creation• (in)activation• validation• deletion• (re)linkingofthecompetentauthority• ...

MoreinformationontheTRACESusermanagementcanbefoundinthe‘Organisation,userandauthoritymanagement’usermanual,alsoavailablewiththeTRACES Toolkit. 68

Iv.4.2. organISatIonS

Organisationscanbe‘created’inTRACESbyeconomicoperatorsandcompetentauthorityusersduringthecertificationprocessofanofficialtradedocument.However,onlycompetentauthoritiescanmanageorganisationsviathe‘UserandOrganisationManagement’menu and ‘Organisations’sub-menu.





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Beforecreatinganeworganisation,youshouldfirstverify(bysearchingforit)whetheritalreadyexistsinTRACES. This is in line with the ‘Search first, create if necessary’principle.

MoreinformationontheTRACESusermanagementcanbefoundinthe‘Organisation,userandauthoritymanagement’usermanual,alsoavailablewiththeTRACES Toolkit. 69

Iv.4.3. change paSSWord / SecurIty QueStIon and anSWer 70

TRACESuserscanchangetheirpasswordandsecurityquestionandanswer,whenevertheywish,viathe‘UserandOrganisationManagement’menu,‘ChangePassword’sub-menu.

69 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd70 Moreinformationcanbefoundinthe‘Organisation,userandauthoritymanagement’usermanual.




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Iv.4.4. modIfy uSer profIle 71

The‘Modifyuserprofile’sub-menuavailableinthe‘UserandOrganisationManagement’menu,enables:

• Selection/deselectionofthecategoriesofautomatedTRACESe-mailnotificationsyouwishtoreceive.72

• VerificationofthecompetentauthoritylinkedtoyourTRACESprofile.• Modification of the language of automatic notification e-mails, the notification type

(HTML/Text) and other user-related data, except for the login (e-mail address). Tomodifyyoure-mailaddress,youmustapplytoyourTRACESadministrator,whichwillmakeaformalrequest to the TRACES Team.

71 Moreinformationcanbefoundinthe‘Organisation,userandauthoritymanagement’usermanual.72 Moreinformationcanbefoundunderheading‘III.4.AutomatedTRACESe-mailnotifications’.


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Iv.5. ‘eStablIShment lISt publIcatIonS’Moreinformationonvisualisingandmanagingapprovedestablishmentlistings(LMS)canbefoundinthe‘Organisation,user,authoritymanagement’usermanual,alsoavailablewiththeTRACES Toolkit. 73





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Iv.6. help to decISIon management

Iv.6.1. ‘re-enforced check’ programme

The‘re-enforcedcheck’programmesub-menuavailabletoTRACEScompetentauthorityuserslinkedtotheEULVU/OPVcomplieswithArticle24ofCouncilDirective97/78/EC.

Details 74ofallre-enforcedcheckprogrammesareavailablefromthe‘HelpToDecisionManagement’menuand‘Re-enforcedCheck’sub-menu.

74 i.e.status,applicationdate,netweight,initialofficialentrydocument(if not submitted directly by the European Commis-sion),organisation/region/countryoforigin,hazard,commoditycodesgroups,re-enforcedchecksstatus... nb:for‘Recalled’consignments,therecouldbeanalertmessageofthetype‘SecurityException:youdonothavetherightstoper-formtherequestedoperation’,whentryingtoaccesstheofficialentrydocumentwhichwasattheoriginofthere-enforcedcheckprogramme.


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Thesearchcriterion‘Status’,whichcanhavethevalues‘Active’, ‘Deleted’, ‘Fulfilled’, ‘ImposingChecks’,‘New’and‘Stopped’relatestothefollowingRASFFworkflow:

MS RASFF CP

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Rejected consignmentRASFF alert conditions fulfi lled


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Iv.7. ‘legISlatIon’The‘Legislation’menuredirectstheTRACESusertothewelcomepageofEUR-Lex,thewebsiteforaccessto European Union law and other documents considered to be public.


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Iv.8. ‘InformatIon’The‘Information’buttoninthetoprightoftheTRACESwindowwillredirectyoutotheTRACES Toolkit,75 ontheCIRCABC76 Information website.

The TRACES Toolkit 77servesasyourgatewaytofurtherTRACESusermanuals,videosandtemplates.For the submissionof official tradedocuments,wewould recommendviewing the instructional videosproducedforthecloningandsubmissionofofficialtradedocuments.

TheTRACESToolkitcontainsallusefulinformationinone‘platform’document,andassistsyouinyouruseof TRACES.

75 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd76 CIRCABC:CommunicationandInformationResourceCentreforAdministrations,BusinessesandCitizens77 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd





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V. faQ

v.1. alert meSSage: ‘multIple SubmISSIon not alloWed’

The alert message ‘Multiple submission not allowed’mayappearwhenyouaretryingtovalidate,submit,delete,etc.data(officialtradedocument,organisation,useraccount,etc.)inTRACESandyouusethe‘back’and‘forward’buttons,whichinfactbelongtotheinternetbrowser(MSInternetExplorer,FirefoxMozilla,etc.).

Asthe‘back’and‘forward’buttonsarenotpartofTRACES,butbelongtoyourinternetbrowser,youwillnotbeabletousetheminorderto‘undo’anactioncarriedoutinTRACES.

v.2. alert meSSage: ‘SecurIty exceptIon: you do not have the rIghtS to perform the reQueSted operatIon’

The alert message ‘Security exception: ‘You do not have the rights to perform the requested operation’ mayappearonyourTRACESscreenifyou:

1/trytosavemodificationstoanofficialtradedocumentifitsstatushassincebeenmodifiedbyanotherTRACES user.Indeed,itcouldbethatoneofyourcompetentauthoritycolleagueshasinthemeantimealreadyprocessedtheofficialtradedocument,bycertifyingordeletingPartI(Consignment)oftheofficialtradedocument,sothataccessing/processingtheofficialtradedocumentisnolongerpossible.

2/trytoaccessanofficialtradedocumenttypeforwhichyourTRACESprofiledoesnothavethecorrectaccessrights,78forexamplebyenteringtheofficialtradedocumentreferencenumberintheURLbarofyour internet navigator.

Moreinformationcanbefoundunderheading‘II.2.1.Workaroundsandlimitations’.

78 e.g.:CVEDwhenyouareaTRACESuserlinkedtoanEULVU/OPV.


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v.3. alert meSSage: ‘the certIfIcate IS not found’

Thealertmessage‘Thecertificateisnotfound’mayappearonyourTRACESscreenifyoutrytoaccessa ‘New’ official trade document that has already been deleted by another TRACES user, following anautomatice-mailnotificationsentbyTRACES.Indeed,itcouldbethatoneofyourcompetentauthoritycolleagueshasinthemeantimealreadydeletedtheofficialtradedocument.

v.4. alert meSSage: ‘gen 002...’ (unexpected faIlure alert)WeinviteyoutofillintheTRACESproblemstatementreportincludedintheTRACES Toolkit. 79

[email protected] adding your competent authority in CC (Carbon Copy)toyourmessage.80

79 TRACESToolkit:https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfd80 A problem statement report is available with the TRACES Toolkit.






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VI. furTher InformaTIon and conTacT

Westronglyrecommendthatyou,asaTRACEScompetentauthority,contactyourTRACESadministrator,which will answer your questions or redirect you to the relevant competent authorities in charge.

Alsoatyourdisposal:TheTRACESTeam,forquestionsconcerningthefunctioningofTRACESasaweb-basedsystem: TRACES Toolkit,whichincludesaheadingon‘ContingencyPlan’81and‘ProblemReporting’82

TRACES presentations 83

E-mail:[email protected] 84

Tel.:+3222976350 Fax:+3222994314

The LMS website,85forquestionsconcerningtheofficiallistingofestablishments.

The RASFF website,86 for questions concerning the ‘Rapid Alert System on Food andFeed’.

The online customs tariff database (TARIC), 87 for questions concerning the CombinedNomenclaturecodeusedbyBIPs.

The BTSFwebsite,88forquestionsconcerning‘BetterTrainingforSaferFood’.

The EUROPHYTwebsite,89forquestionsconcerning‘PlantsandPlantProducts’.

The EXPORTHelpdesk,90 for questions concerning requirements and taxes for internalmarketaccess,importtariffsandcustomsduties.

81 ContingencyPlan:https://circabc.europa.eu/w/browse/91fe2ba6-6d69-4bdc-94ad-304b7eb6ff0582 ProblemStatementReport:underconstruction.83 TRACESpresentations:http://prezi.com/user/TRACES84 PleaseincludeyourcompetentauthorityinCCofyourmessage,whencontactingtheTRACESteam.85 LMSwebsite:http://ec.europa.eu/food/food/biosafety/establishments/third_country/index_en.htm86 RASFFwebsite:http://ec.europa.eu/food/food/rapidalert/index_en.htm87 TARIC:http://ec.europa.eu/taxation_customs/customs/customs_duties/tariff_aspects/customs_tariff/index_en.htm88 BTSFwebsite:http://www.foodinfo-europe.com/index.php?lang=english89 EUROPHYTwebsite:http://ec.europa.eu/food/plant/europhyt/index_en.htm90 EXPORTHelpdesk:http://exporthelp.europa.eu/thdapp/index_en.html


https://circabc.europa.eu/w/browse/91fe2ba6-6d69-4bdc-94ad-304b7eb6ff05

http://prezi.com/user/TRACES


http://ec.europa.eu/food/food/biosafety/establishments/third_country/index_en.htm

http://ec.europa.eu/food/food/rapidalert/index_en.htm

http://ec.europa.eu/taxation_customs/customs/customs_duties/tariff_aspects/customs_tariff/index_en.htm

http://www.foodinfo-europe.com/index.php?lang=english

http://ec.europa.eu/food/plant/europhyt/index_en.htm

http://exporthelp.europa.eu/thdapp/index_en.html

https://circabc.europa.eu/w/browse/91fe2ba6-6d69-4bdc-94ad-304b7eb6ff05

http://prezi.com/user/TRACES

http://ec.europa.eu/food/food/biosafety/establishments/third_country/index_en.htm

http://ec.europa.eu/food/food/rapidalert/index_en.htm

http://ec.europa.eu/taxation_customs/customs/customs_duties/tariff_aspects/customs_tariff/index_en.htm

http://www.foodinfo-europe.com/index.php?lang=english

http://ec.europa.eu/food/plant/europhyt/index_en.htm

http://exporthelp.europa.eu/thdapp/index_en.html


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For more informationTRACES Sector

DGHealthandConsumersB23203/057

B-1049BrusselsTel:+3222976350

E-mail:[email protected]://ec.europa.eu/traces/


This information sheet is intended for TRACES users. Youcanfindthisdocumentanddownloaditat:

https://circabc.europa.eu/w/browse/ac0bd3d2-66ae-4234-b09c-a3fa9854acfdUpdated:14Nov2013

Author Annelies VAN RANST

TRAde Control and Expert System (TRACES)

is a management tool for tracking movementsofanimals,productsof animal origin from both outside and within the European Union. ItalsocoversimportstotheEuropeanUnionoffeedandfoodofnon-animaloriginaswell asplants, seedsand propagatingmaterials.

TRACES aims to improve the relationship between the private and public sectors, and to strengthen cooperation between EU parties. It aims to facilitate trade, to enhance the safety of the food chain and to protect animal health.

This system consolidates and simplifies the existing systems. It is a major innovation in improving the management of animal diseases and reducing the administrative burden on economic operators and competent authorities.

Dr Didier CARTONHead of the TRACES Sector


http://ec.europa.eu/traces/

